Jobs

Description

Job Title: Events Operations Assistant (Part-Time – 20 Hours/Week)

Contract: 12 months, with potential to extend.

Location: Remote, east coast preferred, but

Hours: Part-Time/20hrs per week:

Structure: 20 hours over a week- 5 days a week, 4 hours.

Schedule-Part-Time: This role is ideal for an experienced administrative professional who enjoys supporting the successful execution of conferences and events through exceptional organization, financial management, and operational excellence.

Position Overview

• Client is seeking a highly organized and detail-oriented Part-Time, Events Operations Assistant to support the Global Events team.
• This role provides administrative and operational support for conferences, client events, and internal meetings.
• The ideal candidate is an experienced administrative professional who thrives in a fast-paced environment, is proactive, highly organized, and capable of managing multiple priorities while ensuring event logistics and financial processes are executed accurately and efficiently.

Key Responsibilities

Event Operations & Logistics

• Coordinate the shipment of conference booths, event materials, and branded assets by working with warehouse partners and expo teams to ensure timely delivery and return.
• Order and manage inventory of promotional items, giveaways, and event supplies for conferences and client events.
• Research venues, private dining rooms, restaurants, and other event-related resources for meetings, client dinners, and small-scale events.
• Provide administrative support for internal meetings and select client events, assisting with logistics as needed.

Financial & Administrative Management

• Process and track invoices and vendor payments, partnering with the Accounts Payable team to ensure timely processing.
• Perform corporate credit card reconciliation and expense management.
• Maintain accurate records of spend tracking and reporting.
• Support the Head of Global Events with expense reports, and minor travel assistance.
• Maintain organized event files, contracts, and supporting documentation.

Travel & Logistics Coordination

• Partner with Corporate Travel to coordinate attendee travel logistics.
• Manage attendee manifests and travel-related documentation.
• Coordinate travel logistics for internal stakeholders, speakers, and event attendees, as appropriate.
• Maintain up-to-date event documentation, including guest lists, itineraries, confirmations, and event records.

General Team Support

• Assist with day-to-day administrative activities to support the Global Events department (printing, shipping, ordering, registration pulls).
• Communicate with internal stakeholders, vendors, and event partners to ensure timely follow-up and coordination.

Qualifications

• 3–5+ years of administrative, executive assistant, operations, or corporate events support experience, preferably within a professional services or financial services organization.
• Demonstrated experience managing invoices, expense reporting, travel coordination, and administrative support for meetings or events.
• Exceptional organizational skills with meticulous attention to detail and a commitment to accuracy.
• Proven ability to prioritize multiple projects, manage competing deadlines, and work independently with minimal supervision.
• Strong problem-solving skills and the ability to anticipate needs before they arise.
• Excellent written and verbal communication skills with a professional, client-service mindset.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
• Experience working with expense management, travel, and invoice processing systems is preferred.
• Demonstrated ability to build strong relationships with internal business partners, vendors, and external stakeholders.
• Dependable, resourceful, and adaptable with a positive, team-oriented approach.
• Experience supporting conferences, meetings, or corporate events is strongly preferred