Events Program Manager- Freelance/Remote

We're looking for a Event Program Manager who thrives on managing people and moving parts, not just boxes. This role is the connective tissue between our clients, our warehouse, and ADVOC8's event production team. You'll own the client relationship end to end: fielding questions, managing expectations, and keeping programs on track even when the client isn't.

Here's the truth: our clients are busy, brilliant, and not always organized. Timelines shift. Specs change two days before a shipment. A "quick update" call turns into a re-plan of the whole kit. You need to be unshakeable in that chaos — calm, clear, and quick to adapt, without ever losing sight of the deadline.

You'll spend roughly 60% of your time on client and logistics management — planning calls, status updates, troubleshooting last-minute changes, and translating client asks into what the warehouse actually needs to build. The remaining 30% is hands-on: overseeing kit prep, packing, and quality control from our facility, so you understand exactly what you're promising clients before you promise it.

This is a client and logistics management role with event production DNA. You'll work within &drop's operations team, collaborate closely with ADVOC8's event production team, and be the primary point of contact clients trust when things get messy.

This role reports to the Director of Operations. It's fully remote, with frequent travel to our warehouse facility in Charlotte, NC.

If you've ever managed a client who changed the plan three times in one week and still delivered a flawless event — this role is for you. You'll be the person who makes chaos look effortless.

What You'll Do

Client Communication & Logistics Management (60%)

• Serve as the primary client contact for production logistics, shipment timelines, and specifications — including clients who are disorganized, indecisive, or change direction late
• Manage last-minute changes without letting them derail the timeline — reprioritize, communicate impact, and keep the program on track
• Participate in planning calls to understand event needs and translate them into clear warehouse execution
• Proactively communicate shipment status and flag potential issues before they become problems
• Know when to solve a problem independently vs. when to escalate — and make that call quickly
• Build trust with clients through confident, patient, and clear communication, even under pressure
• Anticipate on-site requirements based on field experience (tools, backup materials, assembly considerations

Event Kit Management & Warehouse Operations (30%)

• Oversee preparation, packing, and quality control of event kits containing displays, branded elements, and activation materials
• Ensure every component is included — because you know what it's like to unpack a kit on-site and find something missing
• Direct warehouse team members on daily kit assembly, following pull lists and pack lists
• Maintain warehouse organization systems for complex, multi-component event assets
• Make sure kits are labeled and organized using event production nomenclature (not just "box 1, box 2")
• Troubleshoot packing challenges in real time — find creative solutions when plan A doesn't work

Cross-Functional Collaboration & Systems (10%)

• Work daily within Google Workspace and warehouse management systems
• Collaborate with ADVOC8's event production team on program planning and execution requirements
• Create and maintain documentation for recurring event programs
• Track kit inventory, flag reorder needs, and manage asset lifecycle
• Troubleshoot tech issues and adapt to new platforms quickly
• Identify process improvements to increase efficiency and reduce errors

What You Bring

Must-Haves

• Client management chops — you've managed clients who are hard to pin down, change their minds late, or need extra hand-holding, and you keep the project moving anyway
• Grace under pressure — last-minute changes, disorganized inputs, and compressed timelines don't rattle you
• Hands-on warehouse experience — on the floor, comfortable with equipment, and physically handling assets, not adjacent to warehouse operations
• Real system ownership — you own inventory, orders, and asset records in an actual system, not a spreadsheet checkout sheet
• Scenic and fabricated asset experience — on the intake, install, and lifecycle side, not sourcing and ordering — we manage roughly 700 scenic assets, many of them multi-piece
• Procedure discipline — nothing moves without a paper trail, and you hold that line
• A process improver's mindset — willing to push back and improve process rather than just inherit it
• Organized and schedule-aware — you escalate early. Defaulting to solving a time-sensitive problem alone rather than flagging it is a risk, not a strength

Experience & Background

• Event production experience — you've been on-site setting up brand activations, trade show booths, experiential programs, or similar (not planning corporate meetings from a desk)
• 2–5 years in event production, trade show coordination, or experiential marketing
• Production/field work background — you've physically assembled displays, managed event assets, and worked under pressure on-site
• Comfortable working in a warehouse environment and getting hands-on with physical work
• Experience with tech, entertainment, or consumer brand clients preferred

Event Production Fluency

• You speak the language: tension fabric displays, modular exhibits, retractable banners, activation elements
• You understand what it's like to be on-site with limited time and tools
• You can anticipate problems before they happen because you've experienced them in the field
• You know the difference between packing for a controlled venue vs. a festival vs. a retail activation
• You understand event logistics (load-in/load-out, shipping to venues, drayage, advance warehouses)

Client Communication & Problem-Solving

• Confident communicating with clients about logistics, timelines, and production realities
• Professional demeanor in meetings and email communication
• Creative problem-solver who figures out solutions rather than dwelling on obstacles
• Know when to handle things yourself vs. when to escalate to leadership
• Strong follow-through - you do what you say you'll do

Technical & Operational Skills

• Very comfortable with Google Workspace (Sheets, Docs, Drive)
• Tech-savvy and can quickly learn new systems (warehouse management software, shipping platforms)
• Detail-oriented and organized - you can manage multiple concurrent programs without dropping balls
• Thrive in fast-paced environments with shifting priorities
• Strong work ethic and willingness to be hands-on
• Aligned with and committed to ADVOC8’s core values; represents them in daily work
• • Better Together - Collaborative soul who’s open to new ideas, sharing successes and being part of a team
  • Level Up - High standards, never settling for the status quo or what we did last time
  • Hustle Smarter - Entrepreneurial, roll-up-your-sleeves spirit, tempered by the courage to identify smarter ways of doing things
  • Celebrate Differences - Highly empathetic personality who values individual perspectives
  • Outcome Over Income - Extensive experience and demonstrated success in client relationship management
  • Protect the Respect - Navigates conflict with an emphasis on transparency and diplomacy
  • Engineer Exceptional Value - Inspired by outside-the-box thinking that yields outstanding ROI for our clients and projects
  • Embrace Change - Recognize situations that require flexibility and craft creative solutions on the fly

What Success Looks Like

• Event kits ship complete, on-time, and survive transit without damage
• On-site teams never wonder "where's the ___?" because you already thought of it
• Clients trust you to handle logistics calls without always looping in leadership
• The warehouse stays organized even during peak event season with multiple programs running
• You spot potential problems three steps ahead and already have plan B ready
• You can talk fluently with both warehouse staff and brand managers
• Production team and clients view you as the logistics expert who makes their lives easier

What We Offer

Growth: Clear path into project/production management and operations leadership as programs scale
Impact: Build operational systems and processes for a growing division serving major tech and entertainment brands
Learning: Work cross-functionally with creative agency production team while developing logistics expertise
Environment: Small collaborative team with direct access to leadership
Clients: Support high-profile programs for YouTube, Google, TikTok, Niantic, and other innovative brands

Location & Logistics

• Fully remote role, with frequent travel to our warehouse facility in Charlotte, NC
• Occasional travel to client sites or vendor facilities also possible
• Standard business hours with occasional flexibility needed for event timelines

This is a remote, contract role with an initial three-month term. The role is budgeted as a contract, however there is potential to extend the engagement into a full time employee role if it’s a great fit.

At ADVOC8, building an inclusive team that celebrates our differences is integral to our success. We strongly encourage people from underrepresented groups to apply even if you don’t meet all qualifications.

ADVOC8 is an Equal Opportunity Employer, committed to achieving a diverse workforce, and prohibits discrimination and harassment: ADVOC8 is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at ADVOC8 are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, age, national origin, ancestry, disability, neurodivergence, marital status, gender, sexual orientation, gender identity, gender expression, pregnancy, exercising the right to family care and medical leave, veteran status or any other status protected under federal, state, or local law. ADVOC8 will not tolerate discrimination or harassment based on any of these characteristics.