Job Description
Job Summary
We’re seeking a highly organized Part-Time Administrative Assistant – Events & Operations to support our year-round calendar of events, including Forks & Corks, Set the Bar, Taste of the Bay, Trolley Tours, and our Annual Meeting.
This role is ideal for someone who loves checklists, deadlines, and keeping information accurate and easy to find. You’ll help maintain event data, track deliverables, support sponsor/vendor follow-ups, proofread materials, and keep files organized so the team is always working from the correct, most current information.
Hours & Workload Expectations
Typical schedule: 15–20 hours/week
Peak periods/event weeks: 20–30+ hours/week as needed (with advance notice whenever possible)
Event-week bonuses are available for select major events (based on hours worked and role needs).
Hybrid: mix of remote work and in-person time in Sarasota; on-site support required during major event weeks
This part-time position offers flexible hours and is a great fit for someone who thrives on organization, enjoys varied tasks, and can work independently while collaborating with a small team.
This is a 1099 independent contractor position.
Key Responsibilities
Administrative & Operations Support
Maintain spreadsheets, trackers, contact lists, and internal checklists
Keep a master calendar of deadlines (print due dates, approvals, sponsor/vendor deliverables, internal reviews)
Track action items, send follow-ups, and help keep projects moving
Assist with event prep: run-of-show support, packing lists, staffing info, vendor confirmations
Data & Accuracy
Enter/update information across spreadsheets and systems; resolve duplicates and inconsistencies
Ensure details remain consistent across documents (names, titles, dates/times, pricing, sponsor tiers, vendor requirements)
Proofreading & Materials Review
Proofread and QA event materials and communications (programs, signage, emails, web copy, vendor instructions)
Help manage version control so the team always uses the correct “final” file
Track edits/approvals and maintain clean documentation of changes
Sponsor/Vendor Support (Administrative)
Send and track follow-ups for missing items (logos, forms, specs, confirmations, deadlines)
Keep sponsor/vendor status trackers updated (received / pending / approved / final)
File Organization
Maintain folder structure, naming conventions, and a “single source of truth” for final files
Organize templates and past-year references for efficient reuse
Tools & Skills
We’re looking for someone who knows or is willing to learn:
CRM systems (experience with HubSpot is a plus)
Monday.com or similar project management tools
Google Sheets / Excel (comfortable with lists, filters, and basic formulas)
Google Drive file organization and version control
Qualifications
Required
Strong administrative skills: organization, deadlines, follow-through, and professional communication
Excellent attention to detail and proofreading skills
Ability to manage multiple priorities and stay calm under deadlines
Preferred
Experience supporting events, hospitality, nonprofit, or multi-partner projects
Familiarity with PDF markup, Canva, or basic creative review workflows
How to Apply
Apply through Indeed and include:
Your resume
A short note on your availability (typical 15–20 hours/week + ability to increase hours during event weeks)
One sentence on your comfort level with CRMs/HubSpot, Monday.com, and Google Sheets
(Optional) A sample tracker/spreadsheet you’ve built or a brief description of how you stay organized
Job Type: Part-time
Pay: $16.00 - $25.00 per hour
Benefits:
Flexible schedule
Work Location: Hybrid remote in Sarasota, FL 34239
We’re seeking a highly organized Part-Time Administrative Assistant – Events & Operations to support our year-round calendar of events, including Forks & Corks, Set the Bar, Taste of the Bay, Trolley Tours, and our Annual Meeting.
This role is ideal for someone who loves checklists, deadlines, and keeping information accurate and easy to find. You’ll help maintain event data, track deliverables, support sponsor/vendor follow-ups, proofread materials, and keep files organized so the team is always working from the correct, most current information.
Hours & Workload Expectations
Typical schedule: 15–20 hours/week
Peak periods/event weeks: 20–30+ hours/week as needed (with advance notice whenever possible)
Event-week bonuses are available for select major events (based on hours worked and role needs).
Hybrid: mix of remote work and in-person time in Sarasota; on-site support required during major event weeks
This part-time position offers flexible hours and is a great fit for someone who thrives on organization, enjoys varied tasks, and can work independently while collaborating with a small team.
This is a 1099 independent contractor position.
Key Responsibilities
Administrative & Operations Support
Maintain spreadsheets, trackers, contact lists, and internal checklists
Keep a master calendar of deadlines (print due dates, approvals, sponsor/vendor deliverables, internal reviews)
Track action items, send follow-ups, and help keep projects moving
Assist with event prep: run-of-show support, packing lists, staffing info, vendor confirmations
Data & Accuracy
Enter/update information across spreadsheets and systems; resolve duplicates and inconsistencies
Ensure details remain consistent across documents (names, titles, dates/times, pricing, sponsor tiers, vendor requirements)
Proofreading & Materials Review
Proofread and QA event materials and communications (programs, signage, emails, web copy, vendor instructions)
Help manage version control so the team always uses the correct “final” file
Track edits/approvals and maintain clean documentation of changes
Sponsor/Vendor Support (Administrative)
Send and track follow-ups for missing items (logos, forms, specs, confirmations, deadlines)
Keep sponsor/vendor status trackers updated (received / pending / approved / final)
File Organization
Maintain folder structure, naming conventions, and a “single source of truth” for final files
Organize templates and past-year references for efficient reuse
Tools & Skills
We’re looking for someone who knows or is willing to learn:
CRM systems (experience with HubSpot is a plus)
Monday.com or similar project management tools
Google Sheets / Excel (comfortable with lists, filters, and basic formulas)
Google Drive file organization and version control
Qualifications
Required
Strong administrative skills: organization, deadlines, follow-through, and professional communication
Excellent attention to detail and proofreading skills
Ability to manage multiple priorities and stay calm under deadlines
Preferred
Experience supporting events, hospitality, nonprofit, or multi-partner projects
Familiarity with PDF markup, Canva, or basic creative review workflows
How to Apply
Apply through Indeed and include:
Your resume
A short note on your availability (typical 15–20 hours/week + ability to increase hours during event weeks)
One sentence on your comfort level with CRMs/HubSpot, Monday.com, and Google Sheets
(Optional) A sample tracker/spreadsheet you’ve built or a brief description of how you stay organized
Job Type: Part-time
Pay: $16.00 - $25.00 per hour
Benefits:
Flexible schedule
Work Location: Hybrid remote in Sarasota, FL 34239
💡 Quick Summary
Seeking a career-building opportunity? The Part-Time Administrative Assistant – Events & Operations position is now open for candidates interested in the Data Entry Jobs sector. This role in Sarasota offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Data Entry Jobs is a plus.
