Event Logistics Coordinator​/Executive Assistant

LOOKING FOR STELLAR TOP CANDIDATES

The Final Salary Offer depends on the client’s decision, interview results, and experience

Our client is a high-growth, mission-driven organization known for hosting impactful industry conferences, interactive webinars, leadership events, and executive gatherings. By connecting leaders, domain experts, and growing brands through world-class event experiences, the company delivers actionable insights, fosters strategic networking, and accelerates professional community growth. As the organization continues to expand its event portfolio and executive operations, it is seeking a versatile Event Logistics Coordinator / Executive Assistant to oversee end-to-end event execution and provide high-level administrative support to leadership.

In this role, you will act as the operational spine for all event initiatives—managing everything from vendor coordination, travel itineraries, and booth collateral to webinar setups and post-event reviews. Simultaneously, you will support leadership through executive scheduling, active inbox management, invoice processing, and CRM updates. You will leverage modern AI platforms and project tools to maintain flawless organization across both event production and daily executive workflows.

• Manage end-to-end logistics for virtual and in-person events, including conferences, webinars, workshops, and trade shows.
• Build, update, and maintain comprehensive event playbooks, run-of-show schedules, and operational checklists.
• Coordinate travel arrangements, hotel accommodations, transportation, and itineraries for executive leads and event staff.
• Source, order, and track booth materials, marketing collateral, signage, promotional swag, and event hardware.
• Partner with venue staff, AV technicians, external vendors, and catering services to ensure flawless on-site and digital setup.
• Track event project deadlines, vendor contracts, and logistical milestones inside Notion to keep all projects on schedule.
• Facilitate virtual event mechanics, including webinar platform setups, speaker preparation, broadcast links, and attendee registration flows.

• Provide proactive Executive Assistant support to company leadership, serving as a reliable administrative manager.
• Manage complex executive calendars, resolve scheduling conflicts, and coordinate internal and external meetings across time zones.
• Take ownership of executive inbox triage—monitoring messages, flagging high-priority inquiries, drafting routine replies, and organizing threads.
• Process vendor invoices, track event expenses, assist with expense reports, and coordinate with finance for timely approvals.
• Document meeting summaries, capture key action items, and follow up with team members to ensure prompt execution.

• Maintain accurate event contact records, attendee data, sponsor lists, and pipeline updates inside Attio (CRM).
• Utilize Claude (AI) to draft event communications, summarize vendor proposals, write email templates, and streamline playbooks.
• Document standardized operating procedures (SOPs) within Notion to build a scalable events infrastructure.
• Organize event-related digital files, asset repositories, and post-event analytics reports for executive review.

• Language requirement:
  English (Exceptional written and verbal communication)
• Experience:
  
  2–5 years of professional experience in event logistics…