Executive Assistant & Operations Coordinator

About ZenSpace

ZenSpace brings calm to the chaos of live events. We deliver smart, soundproof pod environments — hardware, software, and service as one integrated platform — for conferences, exhibitions, and large-scale gatherings. Our event rentals business (ZenSpace Event Rentals) puts these spaces on the floor at some of the biggest events in the country.

We’re a small, fast-moving team where one capable person can have outsized impact. This is one of those roles.

The Role

We’re hiring an Executive Assistant & Operations Coordinator to be the operational backbone of our events business — and, over time, the company as a whole. When a deal closes, you make sure everything that should happen actually happens: onboarding, documentation, vendor and logistics coordination, purchasing, travel, and hands-on support at events.

This is a detail-obsessed, own-the-outcome role. You’ll start with events and grow into broader operations as you master the workflow. You don’t need to be a technical expert — you need to be exceptionally organized, follow a clear process precisely, and refuse to let things slip through the cracks.

What You’ll Own

1. Event Operations & Customer Onboarding

Your starting point and core focus. Once a sale is closed, you drive everything that follows to completion.

• Own the post-sale handoff — take the deal from “closed” to a fully onboarded, event-ready customer.
• Run onboarding to completion — send, collect, and verify onboarding forms and event documents, and chase down anything missing.
• Keep documentation clean — ensure all paperwork is accurate, complete, and properly stored in Google Drive (or our chosen system), following the standard workflow.
• Source & vet vendors — find and coordinate vendors for trucking, labor, printing, AV, and anything else an event needs.
• Coordinate trucks & logistics — schedule shipping and delivery so pods and equipment arrive on time, every time.
• Track every event end-to-end — make sure nothing falls between the sale and a flawless execution.

2. Purchasing & Inventory

You keep us stocked and supplied so the warehouse and events teams never get stuck waiting.

• Purchase on our behalf — buy supplies, equipment, and materials using a company credit card and online ordering.
• Respond to the warehouse team — when they say “we need this,” get it ordered and delivered quickly.
• Keep inventory on track — maintain accurate counts and flag low stock before it becomes a problem.
• Maintain clean records — track orders, deliveries, and receipts, and reconcile purchases responsibly.

3. Trade Show & Travel Coordination

You make travel effortless for the team and represent ZenSpace well on the ground.

• Book and coordinate travel — arrange flights and hotels for the team, planning trips that run smoothly start to finish.
• Travel to events — attend trade shows and events as needed (sometimes multi-day).
• Capture leads on-site — scan badges and collect contacts on behalf of ZenSpace and on behalf of the customers we meet.
• Manage on-site logistics — keep the booth, schedule, and details under control while representing the brand professionally.

4. On-Site Tech & Event Setup

Hands-on, not hard — you’ll follow clear, documented steps to get our spaces live.

• Set up ZenSpace pods — learn to install and configure pods at trade shows and events by following provided steps.
• Handle graphics & basic tech — manage event graphics, basic networking, and pod technology per documented instructions.
• Follow the process precisely — you don’t need deep technical expertise; you need to execute a clear procedure carefully and troubleshoot the basics.

Who You Are

• 2+ years as an executive assistant, operations coordinator, office manager, or similar — ideally in a fast-paced, hands-on environment.
• Exceptionally organized and detail-oriented; you genuinely don’t let things fall through the cracks.
• A strong, friendly communicator — comfortable politely but persistently chasing people for what you need.
• Confident with Google Workspace (Drive, Docs, Sheets, Gmail, Calendar) and quick to learn new tools.
• Trustworthy and responsible with a company credit card and purchasing decisions.
• Willing and able to travel to events, including occasional multi-day and weekend trips.
• Able to follow detailed setup instructions and handle light technical / AV tasks.
• Vali…