Impactful Event Ops Lead & Executive Support

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

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.