Admin + Events Coordinator

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

Key Skills

Drilling Engineering,Generator,Biotechnology,Asset Management,Architectural Design

Employment Type : Full Time

Experience : years

Vacancy : 1