Events Operations Lead

Hi! 👋 I'm Paula, Marketing Manager at WeTravel. I'm originally from Mexico and now based in Houston, TX 🇺🇸. I lead the brand marketing hub here; the people behind our events, content, and community, and demand programs. Events are one of our most powerful pipeline channels: our field presence puts WeTravel in front of group travel operators all over the world. I'm looking for an Events Operations Lead to be the operational backbone of that presence—the person who makes every event actually happen, on time and on budget.

This is a hands-on, coordination-heavy role. You'll be the connective tissue across everyone an event touches—sales managers, vendors, finance, design, and event organizers, keeping all of them aligned and moving. You'll own the calendar, the logistics, the contracts and invoicing, and the day-to-day execution that turns a slate of events into a smooth-running operation. This isn't a strategy seat—the strategic direction is set with me, it's the seat that owns making it real. If you're the kind of person who brings order to a dozen moving parts and takes pride in an event that runs flawlessly, read on.

How We Work

At WeTravel, events are a core pipeline engine, and this role is the operational heart of it. You'll own execution end to end and have the autonomy to build the systems that keep it running—but the job is fundamentally about coordination: you'll set up dedicated Slack channels with sales managers and reps for every event, work the approval chains, manage vendors and finance, and partner with design and our data/ops team. We move fast, our calendar shifts quarter to quarter as new opportunities come up, and we value people who bring structure and calm to fast-moving logistics.

On a Weekly Basis, You Will Find Yourself

• Owning the yearly event calendar (~55 events, built each October as the baseline) and keeping it a living plan—requests come in and priorities shift every quarter, and you adjust and re-pivot.
• Handling event execution and logistics end-to-end: vendor and event liaison (booth build, collateral, registration, exhibitor profiles, passes, VAT), procurement, shipping coordination, and swag.
• Owning the administrative backbone of events: event agreements and contracts, invoicing, and setting up and reconciling out-of-pocket expenses in Ramp.
• Serving as the primary coordination point between sales and the event team for every event—setting up dedicated Slack channels with sales managers and reps, coordinating AE requests through the approval chain, and pulling together the onsite team, all in one continuous thread from planning through the event.
• Partnering with our data/ops team on pre-event lead list submission and post-event lead routing—you feed accurate inputs into that process, while the list build and reporting dashboard are owned by data/ops.
• Owning the collection and tracking of qualitative event feedback—post-event surveys, sales input on lead quality, what worked and what didn't—as your contribution to the ROI picture.
• Partnering with our Content & Social Lead to brief our creative/design lead on booth and print materials.
• Co-owning and continuously building the event playbook (SOP) so event operations don't depend on one person holding it all in their head.

You should apply if you:

• Have hands-on B2B field-event experience; running booths, vendor relationships, and logistics under real deadline pressure.
• Have excellent communication skills and genuinely enjoy the coordination side of the job—you're comfortable being the hub between sales, ops, and content on every event.
• Are naturally organized; you build calendars and systems rather than just responding to what's in front of you.
• Are comfortable owning admin (contracts, invoicing, expense reconciliation) as part of the job, not a task to hand off.
• Can work a sales approval chain and coordinate onsite teams without needing every step spelled out.
• Want to build repeatable systems and document what you learn so the operation doesn't rely on tribal knowledge.
• Are comfortable traveling for work-related events once or twice a year.

Bonus points if you have:

• Experience in the travel industry, marketplace businesses, or community-led growth models.
• Familiarity with HubSpot and event ROI tracking.
• Experience building or scaling an event playbook / SOP from scratch.
• Fluency with AI tools to automate parts of the event workflow.

You might not be the right fit if you:

• Prefer a fixed, unchanging calendar over one that pivots quarter to quarter.
• See admin (contracts, invoicing, expenses) as beneath the role rather than part of it.
• Find it challenging to coordinate across many stakeholders without losing momentum.
• Struggle in fast-paced environments or with frequent change.
• Prefer a highly structured corporate environment with rigid processes.

BENEFITS

• Full-time, Fixed Term Contract (International Contractor).
• Generous Time to Recharge policy; enjoy unlimited paid time off to rest, recharge, and show up as your best self.
• Amsterdam Program – visit us in Amsterdam (HQ) for 2-4 weeks every year, staying in one of our WeTravel apartments.
• Work remotely for a maximum of 4 weeks per calendar year.
• Extensive paid family leave.
• Three paid volunteer days per year.
• 2-week cross-functional onboarding program.
• Cutting-edge equipment and tools to set you up for success.
• Join an international, travel-loving team with a passion for adventure and innovation.

Please note:

• As a member of our international team, you’ll work full-time under a B2B contractor agreement, with monthly payments in USD.
• For this role, we can only consider candidates who have the full legal right to work in Mexico (citizenship or residency). Unfortunately, WeTravel is not able to offer visa sponsorship or relocation assistance at this time.

Equal Opportunities

WeTravel is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants from all backgrounds, experiences, and perspectives.