About the job
About The Role
Our client is seeking to staff a Virtual Assistant to handle a range of responsibilities. Interested candidates are encouraged to complete the Virtual Assistant application. For additional information and updates on Virtual Assistant roles, follow on social media.
Needs
- Manage multiple events and their timelines simultaneously, ensuring all tasks are completed on schedule with proactive updates.
- Track key deadlines for registration, booth material orders, travel bookings, and event deliverables.
- Coordinate cross-functional teams and external vendors to ensure smooth execution and timely completion of tasks.
- Lead and/or attend event planning meetings and take comprehensive notes (either manually or using AI tools) to capture important details and next steps.
- Provide regular status updates and reports to the Senior Manager on event logistics and project progress.
- Support event logistics through:
- Booking travel and accommodation.
- Registering for conferences and managing registrations.
- Reviewing booth packets and coordinating the delivery of booth materials and supplies.
- Creating and ordering branded swag for events through the designated supplier.
- Booking dinners, hotels, and additional event-related needs.
- Facilitating contract processing with vendors and event partners, as necessary.
- Format and upload spreadsheets to Salesforce with event leads (training will be provided).
- Platforms:
- Salesforce
- Slack
- Google Suite
- Microsoft Office
Requirements
- Experience in project management/logistics (mandatory).
- Experience coordinating with multiple vendors/teams.
- Excellent communication skills.
- Strong focus on deadlines.
- Detail-oriented.
- Availability of 10-20 hours per week from October to March and 7-10 hours per week during other times (flexible scheduling may apply).
- Must be located in the Eastern, Central, Mountain, or Pacific Time Zone with the ability to meet during EST.
Benefits
This position does not offer benefits as it is intended for independent contractors.
