[Remote] Together Media - Administrative & Event Logistics Coordinator

Note: The job is a remote job and is open to candidates in USA. Smile Together is hosting invitation-only conferences designed for veterinary and dental professionals, and they are seeking a detail-oriented Administrative & Event Logistics Coordinator. This role involves providing administrative and operational support to ensure smooth planning and execution of events, focusing on customer service and organizational skills.

Responsibilities

• Maintain and update attendee, vendor, and contact databases across both events, including data entry, cleanup, and reconciliation
• Support recruitment and registration processes for hosted buyers
• Assist with the preparation and distribution of pre-event communications, schedules, and informational materials
• Coordinate logistics for hotel accommodations, room blocks, and travel-related questions from attendees
• Support the planning and tracking of event timelines, vendor appointments, and meeting schedules
• Assist with on-site event logistics during Vet Together and Smile Together, including registration support, signage, materials, and attendee assistance
• Manage incoming calls and emails, routing inquiries appropriately and responding to routine questions
• Maintain organized records and documentation for both events
• Support cross-functional coordination between marketing, sales, and operations teams to ensure consistent information across touchpoints
• Assist with the preparation of reports, spreadsheets, and summaries as needed
• Provide general administrative support to the Senior Director of Operations and broader team
• Complete projects and additional duties as assigned

Skills

• Previous experience in an administrative, operations, or event support role
• Strong organizational skills with excellent attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Proficient with spreadsheets and standard office software; familiarity with CRM platforms (e.g., Zoho)
• Strong written and verbal communication skills
• Comfortable working independently as well as collaboratively with a remote team
• Customer service orientation, with a professional and approachable demeanor
• Ability to maintain confidentiality and handle sensitive information appropriately
• Must be able to travel for the annual events and as otherwise needed
• Must be able to work under the broad general administrative supervision of the Senior Director of Operations
• Ability to use sound personal judgment in prioritizing tasks and solving problems independently
• May be required to work non-standard hours during peak planning periods and on-site at the event
• Experience in the veterinary, dental, or event/conference industry is strongly preferred
• Candidates with relevant experience in the event or conference industry will also be considered

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