Job Description

Executive Assistant / Admin & Events Coordinator
Compensation: $1,500 - $2,000 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 required--training 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

Skills Required