About the Role:

The Events Admin provides administrative and coordination support for event planning and execution, reporting directly to the CEO. This role focuses on researching venues and vendors, coordinating event-related details, supporting proposals and presentations, and managing departmental administrative tasks. The goal is to help ensure events are well-organized, professionally presented, and executed efficiently.

The ideal candidate has event planning experience, excellent customer service skills, and the ability to work quickly without sacrificing accuracy. Strong attention to detail, proactive communication, and the ability to learn new industry-specific software is essential. This role requires someone who can manage multiple priorities, communicate professionally with vendors and clients, and provide dependable support to leadership.

Key Responsibilities

• Research venues, vendors, and service providers based on event requirements, budget, and preferences.
• Coordinate with venues and vendors to gather information, confirm availability, request quotes, and track event-related details.
• Compare vendor proposals, pricing, and service options to support informed decision-making.
• Assist with preparing event proposals, presentations, and supporting materials.
• Organize event information, maintain accurate records, and track deadlines and follow-up items.
• Provide administrative support to the events department, including scheduling, documentation, and coordination.
• Communicate professionally with vendors, clients, and other stakeholders to address questions and coordinate next steps.
• Support event planning activities by keeping information organized and ensuring assigned tasks are completed on time.
• Provide excellent customer service and maintain professional relationships with external contacts.
• Learn and use industry-specific software and digital tools to support event coordination and administrative workflows.
• Spend approximately 25–50% of each shift handling phone-based communication.

Qualifications & Skills

Important Skills:

• Event planning or event coordination experience.
• Strong venue and vendor research skills.
• Excellent written and verbal communication.
• Professional phone etiquette and customer service skills.
• Strong administrative and organizational abilities.
• Attention to detail and accuracy when managing event information.
• Ability to work quickly while maintaining quality.
• Experience preparing proposals, presentations, or supporting documents.
• Strong follow-up and time management skills.
• Ability to coordinate multiple tasks and deadlines.
• Strong computer and technology skills.
• Ability to learn new industry-specific software quickly.

Ideal Personality & Mindset:

• Detail-oriented and thorough.
• Fast, efficient, and organized.
• Service-minded and customer-focused.
• Proactive in anticipating needs and following up.
• Dependable and accountable.
• Adaptable when priorities change.
• Professional and confident when communicating with vendors and clients.
• Resourceful when researching options and solving problems.
• Collaborative and supportive of leadership and the broader team.
• Committed to delivering high-quality work and positive event experiences.

Tools & Technologies

• Email and calendar management platforms.
• Document creation and presentation software.
• Vendor research and coordination tools.
• Event planning and project management platforms.
• Industry-specific software, with the ability to learn new tools quickly.

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday, 9:00 AM – 6:00 PM Pacific Standard Time (PST).
• Remote work environment.
• Administrative and event coordination role involving vendor communication, research, proposal support, and departmental organization.
• Requires regular phone and email communication with vendors, clients, and other stakeholders.

Compensation

• Starting at $5/hour depending on experience.
• All raises and bonuses are at the discretion of the client.