About the Role
We host immersive, high-intensity events designed to create transformational experiences for leaders, entrepreneurs, and high performers. These events demand precision, creativity, and exceptional coordination. We are seeking a proactive and detail-driven Event Planner & Administrative Support Specialist who excels at managing logistics, juggling multiple priorities, and ensuring every event element runs flawlessly.
This role is fully remote, but you will support events held nationwide.
Primary ResponsibilitiesEvent Planning & Logistics
- Research, evaluate, and secure venues, hotels, and event spaces; gather quotes, negotiate rates, and present options.
- Source entertainment options—including bands, DJs, speakers, and specialty vendors—based on event themes and locations.
- Assist with event scheduling, timelines, run-of-show documents, and on-site coordination.
- Support all attendee communications, including registration management and follow-ups.
Timeline & Collateral Management
- Manage all timelines for event materials, including invitations, brochures, agendas, signage, and programs.
- Coordinate and negotiate with outside vendors regarding printing, paper quality, quantities, and pricing.
- Ensure all collateral meets deadlines, stays within budget, and reflects event standards.
- Maintain exceptional attention to detail across all project elements.
Vendor Coordination
- Research and compare multiple vendors to secure the most cost-effective and high-quality services.
- Negotiate rates, contracts, and service details.
- Maintain strong communication with vendors to ensure deliverables are met and standards upheld.
Budget Oversight
- Track all event expenses and maintain organized budgeting documents by event and fiscal year.
- Prepare budget summaries for director and VP review.
- Submit invoices promptly and ensure approvals are completed in a timely manner.
- Monitor vendor spend to ensure all services remain within approved budgets.
Volunteer Management
- Determine volunteer needs for each event and create clear job descriptions for each role.
- Recruit, schedule, and coordinate volunteers.
- Serve as the primary point of contact for volunteers and manage their tasks during events.
Administrative Support
- Assist with scheduling, calendar coordination, and internal communication.
- Organize documents, spreadsheets, and planning templates.
- Support leadership with follow-ups, project tracking, and general administrative needs.
Qualifications
- Experience in event planning, hospitality, administrative support, or related fields
- Strong time-management and multitasking skills
- Excellent written and verbal communication abilities
- High level of organization and accuracy
- Proficient in Google Workspace, spreadsheets, and online research
- Ability to work independently, meet deadlines, and adapt to changing priorities
- Professional, calm, and solution-oriented under pressure
Preferred (Not Required)
- Experience with mastermind groups, retreats, or workshop-style events
- Vendor negotiation experience
- Familiarity with CRM or project-management tools
Who Thrives in This Role
- Someone who loves planning and problem-solving
- Highly organized and resourceful
- Comfortable managing multiple moving parts at once
- Independent, proactive, and reliable
- Communicates clearly and professionally
Compensation
Competitive pay based on experience, plus growth potential into a larger event-management role.
Job Types: Part-time, Contract
Pay: $20.00 - $25.00 per hour
Expected hours: 25 per week
Work Location: Remote
