Event Coordinator & Executive Assistant

Event planning and admin: Support venue, vendor, run-of-show and logistics planning, and keep timelines and trackers up to date.

Partnership comms: Help manage outreach and ongoing communication with partners and sponsors.

Contract funnel and comms: Track contracts from draft to signature and invoicing, and keep partners informed at each step.

Own smaller events: Plan and run select smaller events as assigned, from concept through day-of execution and wrap-up.

Systems development and efficiency: Build and refine the trackers, templates and workflows that keep Regen House running smoothly, and find ways to make each event cycle smoother than the last.

Calendar management: Own and protect executive calendars, balancing priorities and flagging conflicts early.

Meeting scheduling: Coordinate internal and external meetings across time zones

Travel booking: Book and manage travel and accommodations, and prepare clear itineraries.

Conference prep and follow-up: Coordinate outreach before conferences, schedule meetings and plan executives' time onsite. Track follow-ups afterward.

LinkedIn posting: Draft, schedule and publish LinkedIn posts for select executives in their voice.

Have 1-3 years of experience in event coordination, project management, or a closely related administrative or assistant role.

Build your own systems to organize and manage complex, multi-part projects for consistent follow through

Can juggle competing priorities and stay calm when plans change

Write clearly, succinctly, and warmly, building strong relationships with partners, executives, and other stakeholders

Bring a strong sense of ownership and care, for the details and for the bigger mission

Are comfortable with Google Workspace, Slack, project trackers like Notion, and LinkedIn

Bonus: Use AI tools in your workflows beyond basic drafting, such as organizing information, streamlining repetitive tasks, or setting up automations. You're curious about new tools and eager to keep learning.