Event and Admin Coordinator - fully remote!

Inflect

11d • Remote

About The Position

As the Event and Administration Coordinator at Inflect, you will be coached by the EA to the CEO and serve as the operational "glue" for Inflect’s industry presence, project managing and executing on 15+ external and internal events per year across the globe. From logistics and vendor management to budget oversight and travel coordination, your work will be integral to ensuring internal and external events attended by our team are a success. Events generally come in bursts, so when you’re not in "event mode," this role acts as the EA to the CEO’s right hand, executing on tactical pieces of the broader company strategy. This is a high-impact, hybrid role designed for a logistical mastermind who thrives on variety and precision. The ideal candidate is a strategist at heart who excels at execution, is hyper-organized and detail-oriented, thrives on bringing structure to ambiguous environments, and manages competing priorities with exceptional time-management skills. They take extreme personal ownership of their work, anticipating needs, exercising sharp judgment, and driving projects to completion without needing constant direction. They are a proactive and adaptable communicator, keeping stakeholders of all levels effortlessly aligned, surfacing risks early, and knowing precisely when to solve problems independently versus when to escalate. They pivot seamlessly when priorities shift, maintaining momentum and ensuring every detail, deadline, and follow-up is accounted for. They are a reliable closer who takes pride in elevating standards and ensuring that every initiative under their watch achieves a seamless, high-quality outcome.

Requirements

• Strategist at heart who excels at execution
• Hyper-organized and naturally detail-oriented
• Thrives on bringing structure to ambiguous environments
• Manages competing priorities with exceptional time-management skills
• Takes extreme personal ownership of work, anticipating needs, exercising sharp judgment, and driving projects to completion without needing constant direction
• Proactive and adaptable communicator, keeping stakeholders of all levels effortlessly aligned, surfacing risks early, and knowing precisely when to solve problems independently versus when to escalate
• Pivots seamlessly when priorities shift, maintaining momentum and ensuring every detail, deadline, and follow-up is accounted for
• Recognized by others as a reliable closer
• Takes pride in elevating standards and ensuring that every initiative under watch achieves a seamless, high-quality outcome

Nice To Haves

• Experience managing 15+ external and internal events per year across the globe
• Experience with Salesforce for logging contacts, leads, and outcomes

Responsibilities

• Event project management (bulk of the role): Developing and maintaining conference playbooks, including schedules, meeting overviews, venue maps, and logistical details
• Proactively research and vet event opportunities, bringing forward recommendations based on business value, audience, cost, and strategic fit.
• Evaluating conference opportunities based on attendee lists, speaking opportunities, and sponsorship tiers
• Participating in contract negotiation for all event requirements
• Own event timelines, budgets, and deliverables from planning through completion, proactively identifying risks, resolving blockers, and ensuring nothing falls through the cracks.
• Managing and coordinating the complex logistics of our brand presence, including shipping event swag or tools and signage to international and domestic venues
• Coordinating registration and badging for all attendees
• Anticipating and coordinating end-to-end event logistics, including hotels, meeting spaces, ground transportation, dining reservations, attendee requirements, and other needs, identifying and resolving gaps before they become last-minute issues.
• Serve as the primary operational point of contact for event organizers, venues, hotels, vendors, and other external partners, proactively following up and driving outstanding items to resolution.
• Post-event follow-up coordination, including logging contacts, leads, outcomes, etc. in Salesforce
• Conducting post-event reviews
• Maintaining ownership of open items and follow-ups, proactively driving them to resolution and escalating when necessary
• Admin support to the CEO's EA (when time permits): Assisting in expense tracking and submissions of expense reports
• Supporting preparation of meeting materials and briefing documents
• General administrative support to leadership as delegated, including calendar coordination and travel logistics
• Anticipate administrative needs, identify gaps, and proactively take action where appropriate

Benefits

• 100% remote work environment
• Unlimited PTO
• Fully covered health insurance options through a major health insurance provider for both you and your family (you pay $0)
• Dental and Vision insurance available with widely used providers
• Option grants begin vesting after year 1

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed