Executive Assistant Admin & Events Coordinator 15997

Executive Assistant / Admin & Events Coordinator

Compensation: $1500 $2000 USD per month (based on experience and qualifications)

Overview

Our client is seeking a highly organized detail-oriented Executive Assistant and Events Coordinator to support day-to-day administrative operations coordinate events manage logistics and maintain organized systems for meetings communications and projects. The ideal candidate will thrive in a fast-paced environment balancing multiple priorities while ensuring seamless execution across departments.

Key Responsibilities

Executive Support & Administration

• Manage scheduling and coordinate meetings across multiple stakeholders.

• Create and maintain a management system for meeting notes action items and follow-ups.

• Handle travel logistics including flights hotels and transportation.

• Maintain a central organizational calendar for all internal and external engagements.

Project & Operations Management

• Own the end-to-end process of collecting organizing and delivering materials from customers and stakeholders for sponsored courses marketing deliverables (e.g. banner ads newsletters) and related content.

• Send email communications and manage website content uploads via ConvertKit and Webflow.

• Support course logistics: scheduling calendar invites onboarding new students and troubleshooting technical issues.

• Manage Zoom and webinar setup including event hosting and troubleshooting.

• Maintain organized documentation systems and ensure all project materials are stored and accessible.

Event Coordination

• Liaise with sponsors ensuring timely submission of deliverables and consistent communication.

• Maintain and update an internal database of venues vendors and contacts.

• Draft and send event-related communications including invitations updates and reminders.

• Organize and maintain shared folders with event materials (contracts designs decks and documentation).

• Support the Head of Events in coordinating logistics catering printing rentals and vendor outreach.

• Track deadlines and progress in Asana proactively following up to ensure tasks are completed accurately and on time.

• Oversee workflow compliance to ensure all operational details (attendee lists invites updates) are executed flawlessly.

Community Management

• Manage subscriptions and payments for the coworking and online community.

• Set up and maintain a directory of members.

• Organize virtual and in-person community events such as happy hours coworking days and monthly talks.

• Create a weekly cadence for community engagement including member highlights and roundup features.

• Draft communications and announcements on behalf of leadership celebrating members sharing updates and promoting engagement.

Qualifications & Experience

Preferred Experience In:

• Project management tools (Asana Jira)

• Zoom

• Excel / Google Sheets (VLOOKUP XLOOKUP ImportRange App Scripts)

• ConvertKit

Experience in these areas is preferred but not requiredtraining can be provided.

Key Skills

• Exceptional attention to detail and organizational ability

• Excellent written and verbal communication skills

• Strong time management with the ability to handle multiple priorities simultaneously

• Proactive resourceful and solution-oriented mindset

• Demonstrated ability to work independently while supporting multiple projects and teams

Required Experience:

IC