Executive Assistant & Event Operations Coordinator

Overview

FNTECH produces large-scale live events and is seeking an Executive Assistant & Event Operations Coordinator to provide direct support to the Business Operations Manager. This position is responsible for high-level administrative support, communication platform management, contractor and vendor coordination, budget-related data entry, and event logistics support.

This role combines executive assistant responsibilities with event operations support, and requires a candidate who is highly organized, detail-oriented, and able to manage a high volume of shifting priorities in a fast-paced environment. The successful candidate will have direct access to the Business Operations Manager’s calendar and email, and will take ownership of the company’s communication platforms, budget data entry, and related administrative processes.

Duties

• Calendar and email management: manage the Business Operations Manager’s calendar and email correspondence, including scheduling and prioritization of daily tasks.
• Communication platform administration: administer and manage day-to-day use of Zoom, Slack, iCal, and related scheduling and communication platforms, including hosting virtual meetings and calls.
• Budget data entry: perform data entry and ongoing maintenance of event budgets within the company’s internal billing and budget management system, including contractor rates and cost updates.
• Contractor and vendor coordination: support communication with and tracking of independent contractors engaged for live events, which may include 100 to 200 or more contractors per event, including confirmation of availability, day rates, and required documentation.
• Travel and lodging coordination: assist with coordination of contractor and staff travel arrangements and management of hotel room blocks and rooming assignments.
• Budget monitoring: monitor event budgets for accuracy and promptly identify and communicate discrepancies, as costs may change on a daily basis.
• Tracking systems: develop and maintain organized tracking systems, checklists, and rosters in Microsoft Excel to support event operations.
• General operational support: provide additional administrative and operational support as needed, particularly during the periods leading up to and during the company’s two major annual live events.

Skills

• Advanced Microsoft Excel proficiency is required. Candidates will be asked to complete a practical Excel skills assessment as part of the interview process.
• Proficiency with Zoom, Slack, iCal, and similar platforms, including experience hosting and managing virtual meetings, or the demonstrated ability to learn these tools quickly.
• Excellent verbal communication skills, including the confidence to communicate directly by phone with vendors and contractors when needed, rather than relying solely on email or text messaging.
• Strong written communication skills.
• Exceptional organizational skills and the ability to manage multiple competing priorities in a fast-paced, high-volume environment.
• Prior experience in the live events industry, executive administrative support, or operations coordination is preferred but not required; candidates with strong relevant skills from adjacent industries will be considered.
• Knowledge of or experience with audio/visual (A/V) production or equipment is not required but will be viewed favorably and given additional consideration.
• Ability to work on-site in Orange County, CA.
• Extended hours will be required during the lead-up to and duration of the company’s two major annual live events.

Join us to be part of a vibrant team where your contributions directly impact our success! We value proactive individuals who excel at juggling diverse responsibilities while fostering positive relationships across all levels of the organization. This role offers an engaging environment where your organizational talents will shine—helping us deliver outstanding events and streamlined executive support every day!

Pay: $30.00 - $40.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person