In-Person Event Facilitator

Location: Remote with Required Travel
Position Type: Contract (Project-Based)

Work with a Purpose:

At Hello Alice we are about equal access fueled by technology and powered by everyone who believes that diverse small business participation isn't just the right thing to do but the smart thing to do. That's true of our small business owners, and it's true of our team. If you agree, keep reading.

Job Summary:

As a Contract Event Facilitator, your core responsibility will be to coordinate, execute, and facilitate Hello Alice's high-impact live events that deliver meaningful value for small business owners while achieving measurable results for Hello Alice and our partners. This includes responsibility for hands-on event management, real-time facilitation, and ensuring exceptional participant experiences across our diverse event portfolio. In this role, you will be our frontline advocate for small business owners, speakers, and partners during live events, ensuring we have the execution excellence and facilitation expertise needed to position Hello Alice events as market-leading experiences. You will lead efforts to ensure and enhance the quality, consistency, and impact of our high-touch events. You will be the liaison between our program teams and event stakeholders, managing resources and relationships to ensure all events have what they need to succeed.

This position reports to the Program Management Team.

Role and Responsibilities:

Here's what you'll be working on daily, but as a nimble organization that puts our small business community at the forefront, flexibility is key, and other responsibilities may arise.

Live Event Facilitation and Management (90% of role)

• Lead day-of-event coordination including venue setup oversight, AV coordination, registration management, and real-time troubleshooting to ensure smooth operations. 
• Manage speaker logistics during events including briefings, technical checks, timing coordination, and seamless transitions between sessions. 
• Facilitate group discussions, manage audience dynamics, moderate Q&A sessions, and maintain event flow to maximize participant engagement and value. 
• Address unexpected challenges quickly and effectively, making on-the-spot decisions to maintain event quality and participant satisfaction. 
• Ensure all attendees have positive, valuable experiences through proactive engagement, networking facilitation, and responsive support.

Program Assistance and Support (10% of role)

• Collaborate with internal teams on pre-event logistics, material preparation, and participant communication leading up to events. 
• Conduct post-event feedback collection, compile event insights, and support analysis of participant outcomes and engagement metrics. 
• Provide light facilitation support for accelerator program sessions when needed, ensuring consistent delivery of educational content.

Cross-Functional Collaboration and Stakeholder Management

• Work closely with Program Managers to align event execution with strategic objectives and ensure consistent messaging across all touchpoints. 
• Collaborate with marketing teams to ensure event messaging, materials, and follow-up communications align with promotional campaigns and brand standards. 
• Interface with external vendors, venue staff, and service providers to coordinate logistics and resolve operational challenges. 
• Provide seamless support for internal stakeholders, partners, and executives attending events, ensuring their needs are met and objectives achieved. 
• Facilitate clear communication between functional teams to ensure effective event promotion, execution, and follow-up.

Required Skills and Experiences:

• 5+ years of hands-on experience in live event production and management, with demonstrated success executing events for 50+ participants. 
• Proven ability to facilitate group discussions, workshops, and large meetings in-person, with experience managing diverse audiences including executives and entrepreneurs. 
• Strong project coordination skills with ability to manage multiple concurrent activities, timelines, and stakeholders while maintaining attention to detail. 
• Experience with event management platforms, registration systems, and basic audiovisual requirements for live events. 
• Exceptional verbal and written communication skills, with ability to interact professionally with executives, speakers, participants, and vendors in high-pressure situations. 
• Demonstrated ability to work autonomously while maintaining strong communication with remote team members and meeting project deadlines. 
• Willingness and ability to travel frequently to event locations across the United States, with flexibility for varying event schedules and durations. 
• Proven ability to thrive in dynamic environments, quickly adapt to changing circumstances, and manage unexpected challenges during live events.

Preferred Qualifications:

• Familiarity with entrepreneurship support networks, small business challenges, and the unique dynamics of entrepreneur-focused events. 
• Experience facilitating or coordinating events attended by C-level executives, investors, or high-profile business leaders. 
• Understanding of business accelerator models, curriculum development, or entrepreneurship education programs. 
• Proven track record of managing unexpected situations and maintaining composure in high-pressure live event environments. 
• Experience supporting content creation for events, including agenda development, workshop design, or educational programming.

Contract Terms and Expectations:

• Project-based contract engagement tied to Hello Alice's event calendar, with potential for ongoing work based on event schedule and performance. 
• Must be available for travel and on-site work during peak event periods, with flexibility to accommodate varying schedules and last-minute changes. 
• Position requires frequent travel to event locations across the United States, with all travel expenses covered by Hello Alice. 
• Ability to work extended hours during events and adapt schedule around pre-event preparation and post-event wrap-up activities. 
• Success measured through event execution quality, participant satisfaction scores, stakeholder feedback, and contribution to overall program KPIs.

Immediate Project Needs (September - November 2025)

We have three confirmed high-priority events in the coming months and are seeking contractors for event-by-event engagement based on availability and fit:

Confirmed Event Schedule:

• Dallas Event - September 24th, 2025
• Estimated commitment: 10 hours per week leading up to event
• Full event coordination and facilitation required

• Washington, DC Event - October 7th, 2025
• Estimated commitment: 2 hours per week leading up to event
• Primary focus on day-of execution and facilitation

• Los Angeles Event - November 10th or 12th, 2025 (date confirmation pending)
• Estimated commitment: 10-20 hours per week leading up to event
• Full event coordination and facilitation required 

Engagement Structure:

• Event-by-event basis: Contractors will be considered for individual events based on availability, expertise, and fit
• No requirement for all events: Candidates may be selected for one, multiple, or all events depending on needs and capacity
• Peak periods: Weeks immediately preceding each event will require increased availability from selected contractor
• Flexibility required: Ability to adjust schedule based on evolving event needs and partner requirements

Success Metrics for These Events:

• Seamless execution of all three events within established timelines
• Positive participant feedback scores (target: 4.5+ out of 5)
• Effective coordination with partner organizations (including Snap for LA event)
• Successful management of varying event complexities and preparation timelines

Candidates may be evaluated for each event opportunity individually, allowing for flexible engagement based on availability and event-specific requirements.