Administrative Assistant & Event Coordinator

A remote, hourly role at a boutique corporate event consultancy: the hub of our team, supporting the Principal Planner and managing small events independently.

Simple Meeting Solutions (SMS) is a boutique event planning and management consultancy serving corporate clients across the country. We plan meetings, leadership retreats, conferences and incentive programs for senior executives and the teams who support them.

Simple Meeting Solutions exists because it's hard to find a partner that cares as deeply about this work as it takes to do it well. We are a small team by design. Every person touches the work directly, and every detail reflects on the client. We hold ourselves to the standard of the best names in hospitality and professional services, so that the result feels effortless to the people experiencing it.

• Schedule: Monday through Friday, 9:30 am to 4:00 pm ET
• Type: Part-time, hourly (W2 employee)
• Location: Fully remote (U.S.
  
  -based)
• Travel: Occasional travel may be required, 1 to 2 times per year
• Pay: $27 to $30 per hour, based on experience
• Reports to: Principal Planner
• Preferred start date: December 2026 (but flexible)

The Administrative Assistant & Event Coordinator keeps every SMS program organized, on schedule and moving forward. You will own the administrative backbone of our business and coordinate key logistics for each event, working directly with the Principal Planner and the planning team. You will also manage small events independently.

This is not a general office role. You will be the person who makes sure nothing falls through the cracks: meetings are scheduled, commitments are captured, payments go out on time, registration is accurate, and attendees receive polished materials.

Just as we act as an extension of our clients, you will be an extension of the Principal Planner — in intention, in stewardship and in care.

• You notice what others miss. A misspelled name on a badge or a deposit due next week does not get past you.
• You close loops. When you say something will be done, it is done, and you confirm it.
• You think one step ahead. You use our processes as a foundation, and you use judgment when a project needs something different.
• You care how things feel to people. You understand that every email, list and badge is part of the client's experience.
• You raise issues early. You flag a problem when it is small rather than waiting until it is urgent.
• You enjoy a small team. You want your work to matter and be visible, and you are comfortable wearing several hats.
• You understand our world. You know the corporate environment and the events business. You enjoy creating and maintaining good processes, and you stay flexible when priorities change or a project needs something unique.

• Manage the Principal Planner's calendar: schedule client and vendor meetings, resolve conflicts and send calendar invitations
• Attend planning calls to take notes, and track decisions, action items, project deadlines and deliverables promised to clients
• Keep project records current in Notion, Canva and Alchemer, including each client's Project Path, our client-facing project roadmap
• Create SMS materials and client presentations in Canva and PowerPoint within brand guidelines
• Coordinate site visits for the planning team and clients, including schedules, transportation, meals, hotel reservations and documentation
• Communicate responsively and proactively with the planning team, clients and vendors, including occasionally outside regular hours for urgent client matters, especially during event weeks
• Provide general administrative support to the Principal Planner as assigned or as identified