Administrative Assistant

This role is responsible for coordinating conference logistics, managing event-related financial processes, supporting travel arrangements, and ensuring the successful execution of corporate events and meetings. We are seeking a highly organized and detail-oriented Events Operations Assistant to provide administrative and operational support to the Global Events team.

Job Title: Events Operations Assistant (Part-Time)
Location: Remote (East Coast Preferred)
Duration: 12-Month Contract (Potential Extension)
Schedule: Part-Time 20 Hours/Week (4 Hours/Day, Monday Friday)
Interview: 2 virtual interviews

Job Summary
We are seeking a highly organized and detail-oriented Events Operations Assistant to provide administrative and operational support to the Global Events team. This role is responsible for coordinating conference logistics, managing event-related financial processes, supporting travel arrangements, and ensuring the successful execution of corporate events and meetings. The ideal candidate is proactive, resourceful, and experienced in administrative support, event coordination, and financial operations.

Key Responsibilities
Event Operations & Logistics

• Coordinate shipping of conference booths, promotional materials, and event assets with warehouse partners and event vendors.
• Manage inventory and ordering of promotional items, giveaways, and event supplies.
• Research venues, restaurants, and private dining locations for meetings and client events.
• Support logistics for internal meetings, conferences, and client events.
• Assist with event registrations, printing, shipping, and other day-to-day event operations.

Financial & Administrative Support

• Process invoices and coordinate vendor payments with Accounts Payable.
• Reconcile corporate credit card expenses and manage expense reporting.
• Track event budgets, spending, and maintain financial records.
• Support the Head of Global Events with expense reports and limited travel coordination.
• Maintain organized event documentation, contracts, and administrative records.

Travel & Coordination

• Coordinate travel arrangements with Corporate Travel for internal teams, speakers, and event attendees.
• Maintain attendee lists, travel manifests, itineraries, and event documentation.
• Ensure timely communication regarding travel logistics and event schedules.

Team & Stakeholder Support

• Communicate with internal stakeholders, vendors, and event partners to ensure seamless event execution.
• Provide administrative assistance to the Global Events team while managing multiple priorities.
• Build strong working relationships with business partners and external vendors.

Required Qualifications

• 3 5 years of experience in administrative support, executive assistance, operations, or corporate event coordination.
• Experience managing invoices, expense reports, travel coordination, and meeting/event logistics.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Ability to work independently, prioritize competing deadlines, and solve problems proactively.
• Excellent written and verbal communication skills with a customer-service mindset.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Experience with expense management, travel booking, and invoice processing systems is preferred.
• Experience supporting conferences, corporate meetings, or client events is highly preferred.

Preferred Skills

• Corporate events coordination
• Administrative operations
• Travel logistics
• Accounts payable and invoice processing
• Expense management and reconciliation
• Vendor coordination
• Event planning support
• Microsoft Office Suite
• Budget and spend tracking
• Strong organizational and communication skills