Executive Assistant / Events Coordinator

We are a Task Management Organization that connects freelance talent to meet our client’s task needs. Our team is growing, and we are seeking a highly organized and flexible Executive Assistant / Virtual Events Coordinator. This role is ideal for someone who thrives in a dynamic environment, is comfortable wearing many hats, and can manage both executive-level administrative tasks and event coordination responsibilities.

This is a remote position requiring excellent communication skills, strong attention to detail, and the ability to handle a wide range of tasks while staying calm under pressure. A flexible schedule is required to accommodate projects and events across different time zones.

Key Responsibilities

Executive Support

Manage executive email inbox, prioritize messages, and draft professional responses

Maintain and organize executive calendars, schedules, and task lists

Track deadlines, follow-ups, and action items across multiple projects

Prepare reports, summaries, and meeting notes as needed

Coordinate special projects, research, and ad-hoc tasks

Create and update spreadsheets, reports, and trackers

Manage and update Notion dashboards, databases, and project boards

Assist with workflow setup and management in Go High Level (GHL)

Event Coordination

Communicate directly with clients to confirm event details, schedules, and staffing needs

Coordinate and manage AV crew assignments for events across multiple time zones

Handle staff scheduling, availability tracking, and shift confirmations

Send crew communications and event reminders via email, SMS, or scheduling tools

Monitor active events remotely to troubleshoot issues or last-minute changes

Collect, verify, and process crew timesheets accurately and on time

Track hours worked for payroll and client billing

Maintain up-to-date event and staffing records in our internal systems

Creative & Communication Support

Design simple graphics, social posts, or presentations using Canva

Provide basic graphic design support for proposals, client decks, and marketing materials

Draft, format, and schedule emails, newsletters, or internal announcements

Qualifications

Previous experience as an Executive Assistant, Virtual Assistant, or Event Coordinator (experience with staffing or task management a plus)

Excellent written and verbal communication skills

Strong organizational skills with the ability to manage multiple priorities

Proficiency or understanding in:

Spreadsheets (Google Sheets / Excel)

Quickbooks

Notion

Go High Level (GHL)

Canva / basic graphic design tools


Email management systems

Tech-savvy with ability to quickly learn new platforms and tools

Problem-solving mindset with the ability to make sound decisions quickly

Flexible schedule and availability to support tasks and events across different time zones

Ability to work independently and proactively manage responsibilities