Role Overview: - You will be the planning engine behind the company’s events including conferences, trainings, retreats, and webinars, both in person and virtual. - Working remotely with the team, you will coordinate vendors, manage timelines and budgets, and organize every detail. - You will ensure the onsite team arrives with everything they need so that event day runs smoothly. - You will own events from the first planning call to post-event wrap-up. - You will build lasting relationships with vendors and internal stakeholders. Event Planning and Tracking: - Maintain timelines, checklists, task owners, and status updates across several events at once. - Track room blocks, catering, AV needs, speaker logistics, registration details, and sponsor deliverables. Vendor and Stakeholder Coordination: - Work with venues, hotels, vendors, speakers, sponsors, and internal teams. - Provide clear instructions and firm deadlines to all parties. - Follow up until every detail is confirmed. Communication and Handoffs: - Draft attendee and speaker communications, schedules, and logistics sheets. - Deliver a complete logistics package to the onsite team before each event. Budget and Deadline Management: - Keep budget and invoice trackers current. - Flag discrepancies, needed approvals, payment deadlines, and cancellation dates. Event Closeout: - Handle registration questions and post-event follow-up including surveys, outstanding invoices, and a lessons-learned review. AI Tools Usage: - Use AI tools to draft communications, summarize vendor threads, and keep trackers up to date. Required Qualifications: - Hands-on coordination experience with conferences, trainings, retreats, webinars, or similar events. - Professional English at C1 level or higher, written and spoken, with confident vendor communication skills. - Strong project management and spreadsheet skills. - Exceptional accuracy with dates, quantities, costs, and dependencies. - Ability to juggle several events in parallel, flag risks early, and stay within agreed approval limits. - Availability for planning calls and agreed event-support windows during Eastern Time business hours. Preferred Qualifications: - Experience using AI tools to speed up everyday coordination work.

Events Coordinator

Emma

Responsibilities

Skills wanted:

Language(s) required:

Diego Delgado

About Assistantly LLC:

mission:

Job benefits for full-time members:

www.assistantly.com/

Admin access needed