Executive Assistant / Event Coordinator

Executive Assistant / Event Coordinator
Location: Olathe, KS
Pay: $28.00 - $34.00 per hour
Job Type: Contract-to-Hire
Travel: Up to 40% (including occasional weekends)

Company Overview

COMPANY is seeking a highly organized, detail-oriented Executive Assistant / Event Coordinator to provide direct support to the CEO while assisting with the planning and execution of corporate hospitality programs, client events, and company operations. This role requires exceptional communication skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide direct administrative support to the CEO.
• Manage and maintain executive calendars, schedules, and meeting coordination.
• Arrange travel, accommodations, and transportation for the CEO.
• Prepare meeting agendas, take detailed meeting notes, and distribute recaps.
• Communicate professionally with clients, vendors, and business partners.
• Coordinate corporate hospitality events, client events, and special offsite functions.
• Manage event registrations and respond to attendee inquiries.
• Coordinate event logistics including signage, credentialing, audiovisual requirements, transportation, and venue needs.
• Assist with event setup and onsite event execution.
• Maintain accurate event records, reporting, and post-event summaries.
• Partner with the VP of Operations to order event supplies, company materials, and marketing collateral.
• Ensure event logistics and company website information remain current and accurate.
• Support special projects and additional administrative duties as assigned.

Qualifications

• Minimum of 3 years of experience supporting C-level executives or senior leadership.
• Experience coordinating events, hospitality functions, meetings, or project-based activities.
• Strong organizational and project management skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong attention to detail and follow-through.
• Ability to handle confidential and sensitive information with discretion.
• Professional demeanor with strong interpersonal skills.
• Demonstrated problem-solving and decision-making abilities.
• Ability to work independently with minimal supervision in a fast-paced environment.
• Willingness and ability to travel up to 40% of the time, including occasional weekends.

Required Skills

• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Calendar management
• Travel coordination
• Meeting planning and documentation
• Event logistics and coordination
• Client and vendor communications

Education

• Bachelor's degree preferred.
• Equivalent combination of education and relevant experience will be considered.