Administrative Assistant

Summary

Join SaaS Academy as an Events Administrative Assistant and contribute to the success of our world-class events. Working remotely from home in Colombia or Brazil, you will manage production schedules, coordinate logistics, and support various teams. This independent contractor role requires at least two years of administrative experience, proficiency in Google Suite, and excellent communication skills. You will be responsible for project and process management, communication and coordination, and event logistics management. The position offers flexible hours, collaboration with a global team, and valuable experience in the SaaS industry.

Requirements

• At least 2 years of experience in an administrative role, ideally within a fast-paced environment
• Strong proficiency in Google Suite, especially spreadsheets for tracking events and budgets
• Excellent written communication skills in English, with the ability to collaborate across global teams
• Quick to learn new tools, systems, and workflows
• Demonstrated experience in customer-facing roles, with a high degree of independence
• Ability to prioritize tasks, multitask effectively, and work under pressure
• C1 or C2 proficiency in English, allowing for effective communication in a global work environment
• Comfortable working from home with your own equipment and a reliable internet connection

Responsibilities

• Be the organizational backbone of our Events Team, ensuring production schedules are on track and SOPs are up to date
• Maintain clear and efficient project tracking to ensure 100% readiness for meetings and presentations. Auditing SOPs quarterly is key to keeping everything in order
• Act as the main point of contact between internal teams, external partners, and vendors
• Ensure timely follow-ups within 24 hours, clear communication, and a 90% response rate to post-event feedback forms
• Coordinate seamlessly across time zones, balancing work flexibility with event deadlines
• Manage key event logistics such as vendor coordination, rooming lists, and swag management
• Ensure zero rooming errors, on-time print deadlines, and weekly budget tracker reviews to keep everything running smoothly
• Oversee the swag process from start to finish, ensuring 95% accuracy in kit deliveries and meeting deadlines for shipping
• Support the Events Team by completing basic design tasks using Canva, aligning with brand standards, and delivering materials on time with minimal revisions

Preferred Qualifications

• Familiarity with virtual event platforms and experience managing events remotely
• Event planning or coordination experience is a plus
• Knowledge of budget tracking for event logistics and financial oversight
• Experience within the hospitality industry

Benefits

• Work remotely from home
• Collaborate with a global team of professionals
• Work USA coast-to-coast hours: PST-EST (40 hours per week)
• Opportunity to gain valuable experience in event management in the fast-growing SaaS space
• Join a dynamic, remote-first culture that values your contributions and supports your growth