Position Details

• Schedule: Monday through Friday, 9:30 a.m. to 4:00 p.m. ET
• Type: Part-time, hourly (W2 employee)
• Location: Fully remote (U.S.-based)
• Travel: Occasional travel may be required, 1 to 2 times per year
• Pay: $27 to $30 per hour, based on experience
• Reports to: Principal Planner
• Preferred start date: December 2026 (but flexible)

The Role
The Administrative Assistant & Event Coordinator keeps every SMS program organized, on schedule and moving forward. You will own the administrative backbone of our business and coordinate key logistics for each event, working directly with the Principal Planner and the planning team. You will also manage small events independently.

This is not a general office role. You will be the person who makes sure nothing falls through the cracks: meetings are scheduled, commitments are captured, payments go out on time, registration is accurate, and attendees receive polished materials.

Just as we act as an extension of our clients, you will be an extension of the Principal Planner — in intention, in stewardship and in care.

Who Thrives Here

• You notice what others miss. A misspelled name on a badge or a deposit due next week does not get past you.
• You close loops. When you say something will be done, it is done, and you confirm it.
• You think one step ahead. You use our processes as a foundation, and you use judgment when a project needs something different.
• You care how things feel to people. You understand that every email, list and badge is part of the client's experience.
• You raise issues early. You flag a problem when it is small rather than waiting until it is urgent.
• You enjoy a small team. You want your work to matter and be visible, and you are comfortable wearing several hats.
• You understand our world. You know the corporate environment and the events business. You enjoy creating and maintaining good processes, and you stay flexible when priorities change or a project needs something unique.

Responsibilities

Administrative support

• Manage the Principal Planner's calendar: schedule client and vendor meetings, resolve conflicts and send calendar invitations
• Attend planning calls to take notes, and track decisions, action items, project deadlines and deliverables promised to clients
• Keep project records current in Notion, Canva and Alchemer, including each client's Project Path, our client-facing project roadmap
• Create SMS materials and client presentations in Canva and PowerPoint within brand guidelines
• Coordinate site visits for the planning team and clients, including schedules, transportation, meals, hotel reservations and documentation
• Communicate responsively and proactively with the planning team, clients and vendors, including occasionally outside regular hours for urgent client matters, especially during event weeks
• Provide general administrative support to the Principal Planner as assigned or as identified

Event support

• Organize hotel and vendor contracts and track key dates, such as room block cutoffs, attrition reviews and final guarantees
• Manage vendor payments from start to finish: track deadlines, collect invoices, W-9s and ACH forms, notify clients of upcoming payments, and confirm each payment is completed
• Build registration forms, keep registration and rooming lists current, report regularly to the event team and client, and reconcile rooming lists against the final hotel bill
• Support attendees from registration through the event: answer questions, manage changes and attendee data such as travel manifests and guest information, and send communications from approved templates
• Manage dietary accommodations: contact each guest with a dietary need directly, record their requirements, cross-check every food and beverage selection to confirm they are accommodated, and prepare advance communications so they know how to navigate the event
• Produce name badges, signage and related event materials, and manage ordering
• Help the planning team source, vet and present recommended vendors and event concepts

Event planning and hotel sourcing

• Fully manage small events, such as customer receptions, networking events and training workshops, from venue sourcing through food and beverage, invitations, décor and onsite materials, and prepare the Schedule of Services for the onsite team
• Build hotel RFPs in HopSkip, manage hotel follow-up, and create Destination Proposal slide decks for client presentations

What success looks like in your first 90 days

• By day 30: You know our tools and standard operating procedures, schedule meetings and capture call notes independently, and keep project records current.
• By day 60: You own vendor payment tracking with no missed deadlines, run registration reporting for active programs, and set up new projects without a reminder.
• By day 90: You produce attendee materials from start to finish, coordinate routine vendor logistics directly, and anticipate the next step on each project before being asked.

Tools You Will Use
Beyond Canva and PowerPoint, experience with these specific tools is a plus but not required. We will train you, and we expect you to learn new systems quickly.

• Notion: project folders, trackers and our single source of truth
• Canva: attendee materials, presentations and design files
• Microsoft PowerPoint: client presentations
• Alchemer: registration and surveys
• HopSkip: hotel sourcing
• Fireflies.ai: meeting transcription and action items
• Calendly: meeting scheduling
• Claude and ChatGPT: drafting, research and everyday productivity
• Dropbox: project file storage
• Microsoft Excel: budgets, reports and lists
• Zoom and Microsoft Teams: client and vendor meetings

Pay and Benefits

• $27 to $30 per hour, based on experience
• 10 days of flexible paid time off per year, earned each pay period from your start date and available to use after your first three months
• 10 paid holidays per year: New Year's Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving and the day after, Christmas Day, a floating day for Christmas Eve or New Year's Eve, and one floating holiday of your choice
• For a December 2026 start: 5 additional paid days off for the December holidays, separate from regular paid time off
• $25 per pay period telecommunications stipend
• Reimbursement for approved office supplies
• Up to $750 per year for professional development