Part Time Event Coordinator​/Administrative Assistant

Part-Time Event & Administrative Assistant
Organization: Confidential – Nonprofit Association
Location:northwest side of Indianapolis, IN (in-office + Downtown Indianapolis conference site)
Duration: Short-term contract | Immediate start through end of August 2026.

Vaco is partnering with a well-established nonprofit association to find a sharp, personable administrative and event support professional to help prepare for and execute their upcoming annual conference in downtown Indianapolis. This is an ideal engagement for a former EA looking for a short-term project, or anyone who wants meaningful, hands-on work for the next month or so. While the immediate need is short-term, there is potential for a longer-term relationship for the right person.

• Pre-conference: 10–15 hours per week for approximately 3-4 weeks
• Conference week (August 26-28): Up to 14-hour days on-site in downtown Indianapolis

This role is varied and fast-moving — responsibilities will span both pre-conference prep and on-site execution, including:

• Event Logistics: Coordinating materials and supplies for conference sessions, breakout rooms, and receptions; researching pricing on event items; picking up and organizing supplies from storage
• Printing & Document Prep: Producing and organizing a high volume of printed materials including registration lists, certificates, scripts, binders, signage, worksheets, and exhibitor and committee packets — strong file organization and attention to detail are a must
• Awards Support: Managing award inventory, updating historical records, and preparing award-related materials and communications
• Registration & Badging: Preparing badge and registration materials and serving as a friendly, professional face at the registration desk during the conference
• Signage & Programs: Tracking and organizing conference signage and program materials
• Silent Auction: Collecting and organizing a finalized list of auction items
• Mailing & Correspondence: Preparing and mailing packets to external offices and contacts

• Former Executive Assistant or experienced administrative professional looking for a short-term engagement — highly encouraged to apply
• Tech-savvy and comfortable managing large volumes of digital files, documents, and printing tasks
• Fast learner who can hit the ground running with minimal ramp-up time
• Warm, personable, and professional — you'll be representing the organization directly to conference attendees
• Highly organized with strong attention to detail and the ability to juggle multiple priorities
• Reliable and flexible, including availability for full conference days in mid-August
• Nonprofit or association experience a bonus, but not required