Event Coordinator – Executive Assistant

This is a fully remote position, open to applicants in New York.

📋 Description

• Assist in the planning of venue, vendor, run-of-show, and logistics for Regen House events

• Maintain timelines and trackers for events

• Aid in managing outreach and continuous communication with partners and sponsors

• Monitor contracts from draft stage through to signature and invoicing

• Keep partners updated throughout the contract lifecycle

• Organize and execute select smaller events from conception to day-of execution and debrief

• Develop and enhance trackers, templates, and workflows to boost event efficiency

• Manage executive calendars, prioritize tasks, and identify conflicts

• Coordinate internal and external meetings across different time zones

• Arrange travel and accommodations, and prepare itineraries

• Oversee conference outreach, schedule meetings, and organize executives’ onsite engagements

• Follow up on conference-related tasks

• Write, schedule, and publish LinkedIn posts for selected executives in their voice

⛳️ Requirements

• 1–3 years of experience in event coordination, project management, or a similar administrative or assistant position

• Capability to create systems for organizing and managing intricate, multi-faceted projects for consistent follow-through

• Ability to manage competing priorities and maintain composure during changes in plans

• Excellent writing skills that are clear, concise, and personable

• Strong interpersonal skills for building relationships with partners, executives, and other stakeholders

• High level of ownership and attention to detail

• Familiarity with Google Workspace, Slack, project management tools like Notion, and LinkedIn

• Bonus: Proficiency in utilizing AI tools beyond basic drafting, such as organizing information, optimizing repetitive tasks, or setting up automations

• Eagerness to learn about new tools and adapt accordingly

🏝️ Benefits

• Health insurance

• Vision and dental insurance

• 401(k) with company match

• Flexible PTO

• Paid parental leave

• Option to work remotely, from the upstate NY office, or in a hybrid arrangement