Administrative Assistant & Event Coordinator

Simple Meeting Solutions; United States; Remote; USD 37,000 - 41,000; Part time

Job summary

Simple Meeting Solutions is seeking an Administrative Assistant & Event Coordinator for a fully remote, part-time hourly role in the United States. You will support the Principal Planner and manage logistics for small events, ensuring nothing falls through the cracks.

Responsibilities include calendar management, attendee communications, registrations, vendor coordination, and creating materials in Canva and PowerPoint. Pay is $27–$30 per hour; occasional travel may be required.

Qualifications

• Experience scheduling client and vendor meetings and managing calendars.
• Ability to track decisions, action items and deadlines.
• Comfort creating client materials in Canva/PowerPoint within brand guidelines.
• Experience coordinating travel logistics and registrations.

Responsibilities

• Schedule client and vendor meetings and send invitations.
• Attend planning calls, take notes, track decisions and deadlines.
• Keep project records current in Notion, Canva and Alchemer.
• Create SMS materials and client presentations in Canva and PowerPoint.
• Coordinate site visits, travel, meals, hotels and documentation.
• Communicate with planning team, clients and vendors to ensure timely actions.
• Provide general administrative support to the Principal Planner.

Skills

Calendar management

Event coordination

Administrative support

Attention to detail

Vendor coordination

Tools

Notion

Canva

Alchemer

PowerPoint

Job description

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

About Simple Meeting Solutions

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.

Description

Position Details

• 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 Role

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.

Who Thrives Here

• 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.

Responsibilities

Administrative support

• 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

Event support

• Organize hotel and vendor contracts and track key dates, such as room block cutoffs, attrition reviews and final guarantees
• Manage vendor payments from start to finish: track deadlines, collect invoices, W-9s and ACH forms, notify clients of upcoming payments, and confirm each payment is completed
• Build registration forms, keep registration and rooming lists current, report regularly to the event team and client, and reconcile rooming lists against the final hotel bill
• Support attendees from registration through the event: answer questions, manage changes and attendee data such as travel manifests and guest information, and send communications from approved templates
• Manage dietary accommodations: contact each guest with a dietary need directly, record their requirements, cross-check every food and beverage selection to confirm they are accommodated, and prepare advance communications so they know how to navigate the event
• Produce name badges, signage and related event materials, and manage ordering
• Help the planning team source, vet and present recommended vendors and event concepts

Event planning and hotel sourcing

• Fully manage small events, such as customer receptions, networking events and training workshops, from venue sourcing through food and beverage, invitations, décor and onsite materials, and prepare the Schedule of Services for the onsite team
• Build hotel RFPs in HopSkip, manage hotel follow-up, and create Destination Proposal slide decks for client presentations
• Assist in the record collection and follow-up for hotel commission payments

What success looks like in your first 90 days

• By day 30: You know our tools and standard operating procedures, schedule meetings and capture call notes independently, and keep project records current.
• By day 60: You own vendor payment tracking with no missed deadlines, run registration reporting for active programs, and set up new projects without a reminder.