Event Planning Administrative Assistant

Hasana Inc. • ,

4d

About The Position

Hasana is seeking an unpaid volunteer to support the Event Planning team in coordinating and executing organizational events. The role helps ensure events are well-organized, engaging, and aligned with Hasana’s mission and brand. Duties include assisting with event logistics, scheduling, documentation, programming, and coordination across teams, as well as supporting the Event Planning team’s interview process. A minimum commitment of 10 hours per week is required.

Nice To Haves

• Experience with Google Workspace apps and Canva.
• Strong organizational, project management, and time-management skills.
• Excellent written and verbal communication abilities.
• Strong attention to detail and ability to manage multiple deadlines.
• Ability to coordinate tasks and communicate effectively across different teams.
• Interest or experience in event planning, event coordination, or hospitality.
• Experience with scheduling, logistics, program development, or volunteer coordination.
• Ability to remain flexible and solution-oriented in a fast-paced environment.
• Experience working with nonprofits or coordinating community events.
• Eagerness to learn new tools, processes, and skills as needed.

Responsibilities

• Provide administrative support to the Event Planning team with day-to-day tasks and event-related projects.
• Assist with developing, organizing, and maintaining master event timelines, task lists, and planning documents.
• Support communication and coordination across departments to help ensure event responsibilities and deadlines are met.
• Assist with venue research, setup planning, and on-site event logistics.
• Document planning meetings, prepare meeting notes, and track action items and follow-ups.
• Support coordination of food, hospitality, vendors, and other event-related arrangements.
• Assist with developing event program agendas, organizing speaker information, and coordinating speaker communications.
• Support guest registration, check-in processes, volunteer coordination, and crowd-flow planning.
• Help prepare event materials, presentations, signage, schedules, and other organizational documents.
• Help ensure event materials, visuals, and overall presentation align with Hasana’s brand guidelines.
• Support on-site event operations as needed, including setup, coordination, and troubleshooting.
• Assist with scheduling and coordinating Event Planning team interviews.
• Participate in Event Planning interviews and help evaluate and document candidate responses as needed.
• Communicate actively with team members to support smooth event preparation and execution.

What This Job Offers

• Education Level: No Education Listed