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
Company Overview