Event and Admin Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee and implement more than 15 external and internal events annually on a global scale.

• Create and uphold conference playbooks, schedules, meeting summaries, venue layouts, and logistical specifics.

• Investigate and assess event opportunities, recommending conferences based on business relevance, audience, cost, and strategic alignment.

• Analyze conference prospects considering attendee lists, speaking roles, and sponsorship levels.

• Engage in contract negotiations for event specifications.

• Manage event timelines, budgets, and deliverables from inception to completion.

• Identify potential risks, resolve obstacles, and ensure all event details and deadlines are met.

• Oversee the shipping of event materials, tools, and signage to both international and domestic venues.

• Facilitate registration and badge issuance for participants.

• Organize accommodations, meeting spaces, transportation, dining reservations, attendee needs, and other event logistics.

• Act as the main operational liaison for event organizers, venues, hotels, vendors, and external partners.

• Handle post-event follow-ups, including recording contacts, leads, and outcomes in Salesforce.

• Conduct evaluations following events.

• Manage open items and follow-ups, driving them to completion and escalating issues as needed.

• Assist the CEO's Executive Assistant with tracking expenses and preparing expense reports.

• Aid in the preparation of meeting materials and briefing documents.

• Provide general administrative support to leadership, including coordinating calendars and travel logistics.

• Anticipate administrative requirements, recognize gaps, and take initiative.

⛳️ Requirements

• Highly organized and inherently detail-oriented.

• Outstanding time-management abilities.

• Capability to handle competing priorities and navigate uncertain environments.

• Strong judgment and personal accountability.

• Proactive and flexible communication skills.

• Ability to foresee needs, highlight risks early, independently solve problems, and escalate when appropriate.

• Implied event project management and logistics experience based on the responsibilities outlined.

• Skills in managing timelines, budgets, deliverables, vendors, contracts, travel, and event operations.

• Familiarity with Salesforce for recording contacts, leads, and outcomes.

• Competence in supporting expense tracking, preparing meeting materials, coordinating calendars, and handling travel logistics.

🏝️ Benefits

• Fully remote work setting - seriously!

• Unlimited paid time off.

• Comprehensive health insurance options available through a leading health insurance provider for you and your family (costs you $0).

• Dental and vision insurance accessible through widely recognized providers.

• Option grants begin to vest after one year - you will have a stake in Inflect.

• Full-time employees receive option grants.