Executive Assistant and Events Coordinator

About the role

We're seeking a detail-oriented, organized professional to support our CEO and support our trade show operations, providing hands-on coordination and execution support for employee engagement initiatives and industry conferences. This hybrid role splits time between executive assistance and events coordination, offering the opportunity to impact multiple areas of the organization.

Responsibilities

• Manage CEO calendar, meetings, and scheduling
• Prepare meeting agendas, materials, and follow-up communications
• Handle correspondence, emails, and administrative requests
• Cook up travel logistics and itineraries
• Aid in ad-hoc projects and priorities as needed
• Coordinate and execute logistics for conferences, roadshows, and company-wide events
• Research and manage event vendors, venues, and contracts, ensuring seamless delivery
• Manage invoices and support financial processes related to events
• Oversee comprehensive quality check of all owned assets and facilitate maintenance as necessary, before and after events
• Facilitate printing, packing, and shipping for programs from the warehouse, and is the first line of defense for any logistics issues
• Prepare necessary documentation (BOLs, customs forms, etc.)
• Collaborate with internal stakeholders and external partners to deliver high-quality outcomes

Qualifications

• Experience in operations, events, or program coordination
• Strong organizational and interpersonal skills
• Attention to detail and follow-through
• Comfortable operating in a fast-paced, multi-stakeholder environment
• Ability to manage multiple priorities simultaneously