Event Logistics Coordinator/Executive Assistant - 65076991327

somewhere; United States; Remote; USD 15,000 - 26,000; Full time

Job summary

Unknown Client is seeking an Event Logistics Coordinator / Executive Assistant to act as the operational spine for both event production and leadership workflows. The role blends end-to-end logistics with high-level admin tasks across time zones, leveraging tools like Notion, Attio, and Claude to streamline processes.

Responsibilities span vendor coordination, travel planning, webinar setups, and post-event analytics, while executive support covers calendars, inbox triage, and invoicing.

Qualifications

• English language proficiency required with exceptional written and verbal skills.
• 2–5 years in event logistics coordination, conferences, or executive support.
• Experience handling vendor sourcing, travel, and webinars.
• Familiarity with Notion, Attio, and Claude AI tools is preferred.
• Ability to manage executive calendars and invoice workflows across time zones.

Responsibilities

• Manage end-to-end logistics for virtual and in-person events, including conferences, webinars, workshops, and trade shows.
• Build and maintain event playbooks, run-of-show schedules, and checklists.
• Coordinate travel, hotels, transportation, and itineraries for executives and staff.
• Source, order, and track booth materials and marketing collateral.
• Collaborate with venue staff, AV, vendors, and catering for on-site and digital setups.
• Track deadlines, contracts, and milestones in Notion to keep projects on schedule.
• Facilitate webinar setups, speaker prep, broadcast links, and attendee registrations.
• Provide proactive executive support: calendars, inbox triage, and meeting coordination.
• Process vendor invoices, track expenses, and support with finance approvals.
• Document meeting summaries and action items for timely follow-up.
• Maintain CRM data in Attio and use Claude to draft communications and SOPs.

Skills

Executive support

Vendor coordination

Event logistics

Project management

Communication

Tools

Notion

Attio

Claude

Job description

LOOKING FOR STELLAR TOP CANDIDATES

Position: Event Logistics Coordinator / Executive Assistant

Working Hours: Full-Time│ Mon - Fri, 9:00 am to 5:00 pm PST Business Hours,

Search Location: Philippines or South Africa

Salary: $1,300 -2,300 USD/ month (varies based on skill set and experience level)

The Final Salary Offer depends on the client’s decision, interview results, and experience

About the Client:

Our client is a high-growth, mission-driven organization known for hosting impactful industry conferences, interactive webinars, leadership events, and executive gatherings. By connecting leaders, domain experts, and growing brands through world-class event experiences, the company delivers actionable insights, fosters strategic networking, and accelerates professional community growth. As the organization continues to expand its event portfolio and executive operations, it is seeking a versatile Event Logistics Coordinator / Executive Assistant to oversee end-to-end event execution and provide high-level administrative support to leadership.

About the Role:

In this role, you will act as the operational spine for all event initiatives—managing everything from vendor coordination, travel itineraries, and booth collateral to webinar setups and post-event reviews. Simultaneously, you will support leadership through executive scheduling, active inbox management, invoice processing, and CRM updates. You will leverage modern AI platforms and project tools to maintain flawless organization across both event production and daily executive workflows.

Role Responsibilities:

• Manage end-to-end logistics for virtual and in-person events, including conferences, webinars, workshops, and trade shows.
• Build, update, and maintain comprehensive event playbooks, run-of-show schedules, and operational checklists.
• Coordinate travel arrangements, hotel accommodations, transportation, and itineraries for executive leads and event staff.
• Source, order, and track booth materials, marketing collateral, signage, promotional swag, and event hardware.
• Partner with venue staff, AV technicians, external vendors, and catering services to ensure flawless on-site and digital setup.
• Track event project deadlines, vendor contracts, and logistical milestones inside Notion to keep all projects on schedule.
• Facilitate virtual event mechanics, including webinar platform setups, speaker preparation, broadcast links, and attendee registration flows.

Executive Administrative Support:

• Provide proactive Executive Assistant support to company leadership, serving as a reliable administrative manager.
• Manage complex executive calendars, resolve scheduling conflicts, and coordinate internal and external meetings across time zones.
• Take ownership of executive inbox triage—monitoring messages, flagging high-priority inquiries, drafting routine replies, and organizing threads.
• Process vendor invoices, track event expenses, assist with expense reports, and coordinate with finance for timely approvals.
• Document meeting summaries, capture key action items, and follow up with team members to ensure prompt execution.

CRM & AI-Driven Operational Workflows:

• Maintain accurate event contact records, attendee data, sponsor lists, and pipeline updates inside Attio (CRM).
• Utilize Claude (AI) to draft event communications, summarize vendor proposals, write email templates, and streamline playbooks.
• Document standardized operating procedures (SOPs) within Notion to build a scalable events infrastructure.
• Organize event-related digital files, asset repositories, and post-event analytics reports for executive review.

Requirements

• Language requirement: English (Exceptional written and verbal communication)
• Experience: 2–5 years of professional experience in event logistics coordination, conference management, executive assistance, or operational support.
• Proven track record of managing physical event logistics (booth shipments, travel, vendor sourcing) and virtual webinars.
• Hands-on experience or high adaptability with modern software tools including Notion, Attio (CRM), and Claude (AI).
• Proven ability to manage executive schedules, perform email inbox management, and oversee invoice workflows.
• Strong problem-solving abilities and emotional intelligence, remaining calm and resourceful under event-day pressure.
• Self-motivated and dependable with the ability to work independently in a fast-paced environment.
• Reliable high-speed internet connection and a dedicated, professional remote workspace.

Availability to work full-time hours, Monday–Friday.

NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application.