Event Coordination Assistant

Talentoma; Minnesota; Remote; USD 48,000 - 65,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Stipends

Job summary

Talentoma is seeking an Event Coordination Assistant to support virtual events from planning through follow-up. The role collaborates with organizers, presenters, and attendees, and operates fully remote with work-from-home flexibility in Minnesota. Expect a 40-hour week and varying shifts.

The position sits within the project management team under the event coordination lead, ensuring accurate details, timely updates, and desk-based task management across events.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting events or admin tasks is preferred.
• Basic understanding of event prep, attendee registration, presenter confirmations, reminders, and post-event follow-up.

Responsibilities

• Review incoming event requests and identify organizer, purpose, audience, timing, and missing details.
• Check requests against the prep checklist, request missing information, and record confirmed requirements before scheduling.
• Create and update prep tasks in a project tool with owners, deadlines, dependencies, and progress.

Skills

Administrative support

Scheduling

Event coordination

Project management

Education

High school diploma or equivalent

Tools

Asana

Google Calendar

Eventbrite

Job description

Monthly Pay: $4,299 - $5,802 USD per month

Summary:

An event request arrives, gets checked for missing details, moves through scheduling and attendee updates, and closes with clear completion notes. The Event Coordination Assistant provides administrative support that helps virtual events run smoothly and keeps organizers informed throughout preparation and follow-up. This position sits within the project management team, works under an event coordination team lead, and collaborates with event organizers, presenters, and attendees. The position is fully remote, with work from home in Minnesota, United States, and all duties are desk-based. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming event requests through a shared email inbox and task queue, identifying the organizer, event purpose, intended audience, requested timing, and outstanding details.
• Check requests against the event preparation checklist, ask organizers for missing information, and record confirmed requirements before scheduling support begins.
• Create and update preparation tasks in a Project management tool such as Asana, recording owners, deadlines, dependencies, and progress for the team lead.
• Prepare calendar invitations using a Scheduling and calendar tool such as Google Calendar, checking presenter availability, meeting links, invitation details, and approved timing.
• Maintain attendee registration lists using an event management platform such as Eventbrite, checking duplicate entries and updating attendance information without handling payments.
• Send approved confirmation messages, reminders, and joining instructions, answering routine attendee questions and referring event content questions to the organizer.
• Track presenter confirmations and outstanding preparation items, following up before agreed deadlines and escalating delays or conflicting requests to the event coordination team lead.
• Support virtual event readiness by checking invitation links, distributing approved agendas, and confirming that presenters have received the current joining instructions.
• Update attendance status after each event, send approved follow-up messages, summarize unresolved questions, and close preparation tasks when the organizer confirms completion.
• Maintain quality through accurate event details, timely updates, complete task notes, and documented follow-up, using team lead feedback to correct recurring administrative errors.

Qualifications:

• High school diploma or equivalent.
• No experience required; related experience supporting events, virtual meetings, or administrative tasks is preferred.
• Basic understanding of event preparation, attendee registration, presenter confirmations, reminders, and post-event follow-up.
• Willingness to learn the named systems and maintain consistent updates across event tasks, calendars, and registration lists.
• Clear written and verbal communication for routine attendee questions, organizer updates, and timely requests for missing details.
• Ability to compare invitation details, recognize scheduling conflicts, and check attendee information carefully before making approved updates.
• Ability to prioritize assigned tasks, follow checklists, and ask the team lead for guidance when requirements change.
• A reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work supporting virtual events through desk-based administrative tasks.
• Structured onboarding and training on the named systems, event checklists, and attendee communication procedures.
• Regular check-ins with the team lead to review priorities, discuss questions, and receive practical feedback.
• Opportunities to build event coordination, registration support, task tracking, and professional communication skills.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.