Event Coordination Assistant

About the Role

The Event Coordination Assistant provides administrative support to ensure virtual events run smoothly and keeps organizers informed throughout preparation and follow-up. This position is part of the project management team, reports to an event coordination team lead, and collaborates with event organizers, presenters, and attendees. The role is fully remote, with work from home in Minnesota, United States, and all duties are desk-based. The position requires a 40-hour weekly commitment. Working days and shift times may vary.

Key Responsibilities

• Review incoming event requests from a shared email inbox and task queue, identifying the organizer, event purpose, intended audience, requested timing, and outstanding details.
• Check requests against the event preparation checklist, request missing information from organizers, and record confirmed requirements before scheduling support begins.
• Create and update preparation tasks in a Project management tool (e.g., Asana), recording owners, deadlines, dependencies, and progress for the team lead.
• Prepare calendar invitations using a Scheduling and calendar tool (e.g., Google Calendar), checking presenter availability, meeting links, invitation details, and approved timing.
• Maintain attendee registration lists using an event management platform (e.g., Eventbrite), checking duplicate entries and updating attendance information.
• Send approved confirmation messages, reminders, and joining instructions, answering routine attendee questions and referring event content questions to the organizer.
• Track presenter confirmations and outstanding preparation items, following up before agreed deadlines and escalating delays or conflicting requests to the event coordination team lead.
• Support virtual event readiness by checking invitation links, distributing approved agendas, and confirming that presenters have received the current joining instructions.
• Update attendance status after each event, send approved follow-up messages, summarize unresolved questions, and close preparation tasks when the organizer confirms completion.
• Maintain quality through accurate event details, timely updates, complete task notes, and documented follow-up, using team lead feedback to correct recurring administrative errors.

Requirements & Tech Stack

• High school diploma or equivalent.
• Basic understanding of event preparation, attendee registration, presenter confirmations, reminders, and post-event follow-up.
• Willingness to learn the named systems and maintain consistent updates across event tasks, calendars, and registration lists.
• Clear written and verbal communication for routine attendee questions, organizer updates, and timely requests for missing details.
• Ability to compare invitation details, recognize scheduling conflicts, and check attendee information carefully before making approved updates.
• Ability to prioritize assigned tasks, follow checklists, and ask the team lead for guidance when requirements change.
• A reliable computer, high-speed internet, and quiet private workspace.
• Authorization to work in the United States.

Perks & Benefits

• Fully remote work supporting virtual events through desk-based administrative tasks.
• Structured onboarding and training on the named systems, event checklists, and attendee communication procedures.
• Regular check-ins with the team lead to review priorities, discuss questions, and receive practical feedback.
• Opportunities to build event coordination, registration support, task tracking, and professional communication skills.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.