Events Coordinator

About the job
BusPlanner is hiring an Events Coordinator to support our Events team with the logistics, planning, and marketing behind our presence at conferences, trade shows, webinars, and user events across North America. This is a fully remote role based in Pakistan, ideal for someone who is exceptionally organized, an excellent communicator, and energized by keeping many moving parts on track at once.

You'll work closely with our Events Team Lead as the operational backbone of our event calendar, owning timelines, coordinating vendors and registrations, and helping promote each event before, during, and after it happens. When our events run flawlessly, it's because someone like you made sure every detail was handled.

This role is based in Pakistan but works Eastern Time (EST) business hours to stay closely aligned with our North American Events team. You should be comfortable working a North American schedule, which falls during the evening and overnight in Pakistan. No travel is required; this is a behind-the-scenes role that keeps our events running from anywhere.

Why BusPlanner?

BusPlanner is a leading North American tech company that provides all-in-one transportation management software to K-12 school districts. Across our customer base, we enable hundreds of transportation directors to save thousands of dollars every year by running all facets of their operations through our intuitive, easy-to-use platform.

BusPlanner's product suite is trusted by school districts across North America and is rapidly expanding in the US market, having won contracts with some of the largest school districts in the country including Miami-Dade (Florida), Gwinnett County (Georgia), and Guilford (North Carolina), among many others. BusPlanner has a long history of serving the education market and is well positioned to further penetrate the US market in the coming years.

BusPlanner's leadership team consists of seasoned entrepreneurs with significant experience building and growing successful software businesses, including (i) FieldEdge, a leading provider of software for the field services market, which the team grew more than 5x and sold to a mega-cap private equity fund, and (ii) AutoLeap, a leader in the auto repair software market that has raised more than $50 million from some of the most reputable VC firms in Silicon Valley.

As a successful Events Coordinator, you will:

Coordinate the logistics for conferences, trade shows, VIP dinners, webinars, and user events, including venues, hotels, catering, travel, shipping, and on-site materials
Own the event calendar and project timelines, building run-of-show schedules, task lists, and deadlines, and keeping every workstream on track
Manage attendee workflows, including invitations, registrations, RSVPs, and guest lists, keeping all data clean and current
Liaise with vendors, venues, and partners across time zones, gathering quotes, tracking deliverables, and confirming details
Coordinate booth materials, signage, giveaways, and shipping so nothing is missing on event day
Support event marketing by drafting and scheduling email invitations, helping build registration and landing pages, promoting on social channels, and managing post-event follow-up
Track budgets, process invoices, and reconcile event expenses
Capture and report event metrics such as attendance and leads, and ensure leads flow into our CRM
Provide responsive remote support before and during live events, anticipating needs before they become problems

You Should Apply If:

You are exceptionally organized: you keep many events, deadlines, and details on track at once without ever dropping a ball. This is the single most important quality we are hiring for
You are a strong communicator: your written and verbal English is clear, professional, and proactive
You move with urgency: you prioritize quickly and keep work progressing under deadline pressure
You take ownership: you follow up proactively and close loops without being chased
You are tech-savvy: you are confident in Microsoft Office (especially PowerPoint, Excel, and Word) and comfortable using AI tools like Claude to work faster and produce better results

You Should Not Apply If:

You prefer a slow pace or rigid, step-by-step processes with little variety from day to day
You are uncomfortable juggling multiple events and competing deadlines at the same time
You struggle to communicate clearly in writing with colleagues across time zones
You are not comfortable taking ownership, following up proactively, or working with some ambiguity
You are not interested in learning about a new industry like K-12 student transportation
You are unable to work Eastern Time (EST) hours from Pakistan, which means an evening and overnight schedule

Requirements

2+ years in events coordination, marketing coordination, project coordination, or a comparable role
A high degree of organization and meticulous attention to detail, with a proven ability to manage multiple events and deadlines simultaneously
Excellent written and verbal English communication skills
Strong proficiency with Microsoft Office, especially PowerPoint, Excel, and Word
Familiarity with AI tools like Claude, and the initiative to use them in day-to-day work
Ability to work Eastern Time (EST) business hours while based in Pakistan, staying aligned with a North American team
Experience supporting trade shows, conferences, or large-scale events is a plus
Familiarity with CRM and marketing tools such as Outreach and webinar platforms is a plus.