About Pic-Time
Pic-Time is redefining the way professional photographers and visual storytellers share, sell, and monetize their work. As part of this mission, workshops and events play a critical role in connecting with our global community of photographers, creatives, and partners. The Events Operations & Marketing Manager is responsible for bringing Pic-Time to life at conferences and industry events worldwide, ensuring seamless execution and consistently high standards.
About the Role - Part Time Position
We are looking for a highly organized, hands-on Events Operations & Marketing Manager to own the end-to-end execution of conferences and events globally. This role sits at the intersection of logistics, marketing operations, inventory management, and cross-functional coordination, ensuring seamless event delivery and strong brand presence on the ground.
You will be responsible for turning plans into execution — managing timelines, vendors, materials, communications, and team coordination before, during, and after events.
Key Responsibilities
1. Event Operations & Logistics
Own end-to-end conference administration and logistics, from planning through on-site execution.
Manage all operational aspects, including: marketing materials and booth assets,
shipments and storage coordination, vendor management and payments, booth design coordination, and on-site requirements
Build and manage event timelines, deliverables, and operational follow-through using tools such as Monday boards.
Ensure events are executed on time, on budget, and to brand standards.
2. Event Marketing Operations
Coordinate cross-functionally with Marketing, Community, Customer Success, and Event Owners on event-related campaigns.
Manage execution of: Social media posts, newsletters, promotional offers
and event-related communications together with the social media team.
Maintain ongoing communication with event managers, owners, and community managers to ensure alignment and clarity.
Support the brand's operations needs- Merch, holiday gifts, etc.
3. Storage & Inventory Management (Spain & USA)
Oversee gifts, product samples, and marketing inventory across storage locations.
Track inventory levels and ownership.
Coordinate storage logistics and scheduling with internal teams (Spain & USA).
Plan replenishment, manage reporting, and ensure materials are event-ready at all times.
4. Events Team Coordination
Manage event attendance planning, confirmations, and related payments.
Create event guides, checklists, and training materials for internal teams.
Align closely with Customer Success management to ensure consistent messaging and on-site execution.
Requirements:
Strong operational mindset with exceptional attention to detail.
Proven experience in event operations, logistics, or marketing operations, preferably at SaaS global companies, best in the creative field!
Ability to manage multiple events, timelines, and stakeholders simultaneously.
Strong communication, negotiation, and vendor management skills.
Comfortable working cross-functionally and coordinating across time zones.
Self-driven team player with strong communication skills and the ability to take ownership in a fast-paced environment
Has a good eye for design, aesthetics, and brand alignment.
Proficient with Monday - an advantage
Proficient in English
*Capacity may change over time, depending on the events in the yearly calendar
