Administrative Assistant/Event Operations Support

Location: Remote
Position Type: Part-Time Contractor
Compensation: $10 USD/hour
Hours: Minimum 20 hours per week

We are a luxury event production company with over 13 years of experience producing exceptional corporate events, conferences, and elevated experiences for high-end clients. Our work requires precision, professionalism, creativity, and an unwavering commitment to excellence.

We believe every event should be thoughtfully executed from the first planning conversation to the final guest experience. Our team is passionate about creating seamless experiences and delivering a level of service that exceeds expectations.

We are looking for an Administrative Assistant who thrives behind the scenes, enjoys creating order from complexity, and takes pride in making sure nothing falls through the cracks.

Position Summary
The Administrative Assistant will provide administrative and operational support across multiple areas of the business. This role supports vendor coordination, event logistics, guest management, document organization, data entry, and general administrative functions that keep projects moving forward.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced event environment where priorities may shift quickly. They should enjoy problem-solving, communicating with vendors and guests, and supporting the execution of high-quality events.

Training will be provided, but candidates should already possess strong administrative skills, excellent communication abilities, and experience supporting projects, teams, or events.

Availability
- Monday through Friday, 8:00 AM – 5:00 PM EST; occasional after-hours availability required for meetings
- Must be available to attend all required team and client meetings, including occasional meetings that occur after 5:00 PM EST

Responsibilities

Administrative Support
- Manage and respond to emails and administrative correspondence
- Coordinate calendars, meetings, appointments, and scheduling requests
- Assist with meeting preparation and follow-up action items
- Maintain accurate records and databases within ClickUp
- Perform routine data entry and administrative updates
- Support day-to-day operational activities as assigned
- Assist with project tracking and task management

Vendor Research and Coordination
- Research potential vendors based on event requirements
- Conduct vendor outreach and gather pricing, availability, and service information
- Compare vendor options using provided evaluation criteria
- Maintain organized vendor databases and contact records
- Coordinate vendor communications and follow-ups
- Support vendor onboarding and logistics planning

Document Management and Organization
- Maintain organized digital filing systems
- Create, update, and maintain templates, forms, and internal documents
- Prepare reports, presentations, spreadsheets, and administrative materials
- Ensure important documents remain accurate, accessible, and secure

Event Operations Support
- Assist the event team with planning and execution activities
- Coordinate logistics involving venues, transportation, catering, accommodations, and audiovisual vendors
- Support event timeline development and task tracking
- Monitor deadlines and ensure project milestones are completed on time
- Assist in preparing client-facing presentations and proposals
- Support event execution needs as assigned

Graphic and Marketing Support
- Create simple graphics using Canva or similar design platforms
- Update presentation materials and branded documents
- Assist with promotional materials using existing templates
- Support basic visual content creation as needed

Minimum Qualifications
- Previous experience as an Administrative Assistant, Virtual Assistant, Event Assistant, Project Coordinator, or similar support role
- Experience supporting events, meetings, conferences, or event-related projects
- Experience using Google Workspace
- Basic Canva or graphic design experience
- Strong written and verbal English communication skills
- Strong organizational and time management abilities
- Ability to manage multiple projects simultaneously
- Ability to work independently with minimal supervision
- Reliable internet connection and computer equipment

Preferred Qualifications
- Experience working with event planners, agencies, or hospitality organizations
- Experience supporting luxury, corporate, or high-end clientele
- Familiarity with project management systems and CRM platforms

Training will be provided on company processes, systems, and expectations. Candidates should come with strong foundational administrative skills and a willingness to learn, improve, and grow within the role.

Application Process
Qualified candidates will be invited to complete a skills assessment before participating in interviews. The assessment is designed to evaluate organization, communication, administrative support, problem-solving, and event coordination abilities relevant to the role.