Event Coordination Assistant

Location Washington D.C. (Remote)
Hours Needed Three days per week (approximately 8 to 12 hours)

About the Role

We are searching for a detail-oriented and organized Event Coordination Assistant to support event logistics, conference preparation, and CRM-related data work. This person will assist with pre-event planning, vendor coordination, marketing collateral updates, and administrative tasks that ensure smooth execution of events and receptions.

The ideal candidate enjoys managing details, learning new systems quickly, and working behind the scenes to keep projects moving on track. Experience with Microsoft Excel, Word, Outlook, and CRM platforms is required.

Responsibilities

Event and Conference Logistics Support

• Order printed materials and branded merchandise
• Coordinate shipping, handling, and delivery timelines
• Send post-conference surveys and compile response data
• Submit and track invoices and expenses related to events and conferences
• Develop and maintain a milestone and deadline tracking system for events

Support for Dinners and Receptions

• Research restaurants, reception venues, and potential event locations
• Communicate with vendors and collect pricing and availability details
• Design invitations and manage contact lists and reservation updates
• Coordinate event details with internal stakeholders and attendees

CRM and Data Management Support

• Input conference registration lists into CRM
• Update and maintain conference-related data
• Research and gather contact information
• Input new contacts and maintain data accuracy
• Assist with client outreach, campaigns, and reporting
• Research potential future conferences for participation

Marketing Collateral & Administrative Support

• Support bi-annual inventory and updates to marketing materials
• Assist with organizing and managing event-related documentation

Qualifications

• Strong proficiency in Microsoft Excel, Word, and Outlook
• Experience using CRM systems and the ability to learn new software quickly
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and deadlines
• Excellent communication skills
• Prior event coordination, administrative, or project support experience preferred