Event Coordinator Assistant Jobs

About The Position

Requirements

• 1–3 years of experience in event coordination, project management, or a closely related administrative or assistant role.
• Ability to develop systems for organizing and managing complex, multi-part projects and ensuring consistent follow-through.
• Ability to manage competing priorities and remain calm when plans change.
• Clear, succinct, and warm written communication skills, with the ability to build relationships with partners, executives, and other stakeholders.
• Strong ownership and attention to detail, along with care for the broader mission.
• Comfort with Google Workspace, Slack, project trackers such as Notion, and LinkedIn.

Nice To Haves

• Experience using AI tools beyond basic drafting, such as organizing information, streamlining repetitive tasks, or setting up automations.
• Curiosity about new tools and eagerness to continue learning.

Responsibilities

• Support event venue, vendor, run-of-show, and logistics planning; maintain timelines and trackers.
• Assist with outreach and ongoing communications with event partners and sponsors.
• Track contracts from draft through signature and invoicing, and keep partners informed throughout the process.
• Plan and run assigned smaller events from concept through execution and wrap-up.
• Build and improve trackers, templates, and workflows for Regen House, and identify ways to improve event cycles.
• Manage and protect executive calendars, balance priorities, and flag conflicts early.
• Coordinate internal and external meetings across time zones.
• Book and manage executive travel and accommodations, and prepare itineraries.
• Coordinate outreach and meeting schedules before conferences, plan executives’ time onsite, and track follow-ups afterward.
• Draft, schedule, and publish LinkedIn posts in the voice of select executives.

Benefits

• Health insurance
• Vision insurance
• Dental insurance
• 401(k) with company match
• Flexible PTO
• Paid parental leave