Event Planning Administrative Assistant

Role Type

Volunteer (Unpaid)

Role Summary

Hasana is seeking an Event Planning Administrative Assistant to support the Event Planning team in coordinating and executing successful organizational events. This role is essential to ensuring events are well-organized, engaging, and aligned with Hasana’s mission and brand. The position will assist with event logistics, scheduling, documentation, programming, and cross-team coordination to ensure all event details are managed effectively. The Event Planning Administrative Assistant will also support the recruitment process by assisting with Event Planning team interviews. A minimum of 10 hours per week is required for this role.

Responsibilities

Provide administrative support to the Event Planning team with day-to-day tasks and event-related projects.
Assist with developing, organizing, and maintaining master event timelines, task lists, and planning documents.
Support communication and coordination across departments to ensure event responsibilities and deadlines are met.
Assist with venue research, setup planning, and coordinating on-site event logistics.
Help document planning meetings, prepare meeting notes, and track action items and follow-ups.
Support coordination of food, hospitality, vendors, and other event-related arrangements.
Assist with developing event program agendas, organizing speaker information, and coordinating speaker communications.
Support guest registration, check-in processes, volunteer coordination, and crowd-flow planning.
Help prepare event materials, presentations, signage, schedules, and other organizational documents.
Assist in ensuring event materials, visuals, and overall presentation align with Hasana’s brand guidelines.
Support on-site event operations as needed, including setup, coordination, and troubleshooting.
Assist with scheduling and coordinating Event Planning team interviews.
Participate in Event Planning interviews and assist with evaluating and documenting candidate responses as needed.
Communicate actively with team members to support smooth event preparation and execution.

Preferred Skills

Experience with Google Workspace apps and Canva.
Strong organizational, project management, and time-management skills.
Excellent written and verbal communication abilities.
Strong attention to detail and ability to manage multiple deadlines.
Ability to coordinate tasks and communicate effectively across different teams.
Interest or experience in event planning, event coordination, or hospitality (a plus!).
Experience with scheduling, logistics, program development, or volunteer coordination (a plus!).
Ability to remain flexible and solution-oriented in a fast-paced environment.
Experience working with nonprofits or coordinating community events (a plus!).
Eagerness to learn new tools, processes, and skills as needed.

Thank you for your interest in the Event Planning Administrative Assistant position with Hasana. Please complete the attached application to tell us about your experience and qualifications.