Careers

Position: Part-Time Administrative Assistant & Event Coordinator (not remote)

Office Location: 635 West Highway 50, Suite B, Clermont, Florida 34711

Compensation: Hourly starting at $30.00/hour, based on experience.

Work Schedule: This position is part-time, approximately 20 hours per week. It is not remote. It requires an in-office presence Monday through Friday, however specific daily hours can be discussed based on company needs and the selected candidate's availability.

Language: English (read, speak, and write)

 

Job Description:

Blue Spark Event Design is seeking an experienced, highly organized Administrative Assistant & Event Coordinator to join our team in our Clermont office. This part-time role provides direct administrative support to our CEO while assisting our team with the planning and coordination of corporate meetings, conferences, and events. This is not an entry-level position. We are looking for a polished, proactive professional who anticipates needs, catches details, follows through, and can confidently manage multiple priorities with minimal supervision.

 

Qualifications:

• 7+ years of professional experience, preferably in administrative, executive support, event, or professional office roles
• Exceptional organization, attention to detail, and follow-through
• Strong written and verbal communication skills with a professional presence
• Ability to anticipate needs, prioritize effectively, and take initiative
• Confident working independently while collaborating closely with a small team
• Comfortable working in a fast-paced environment

 

Requirements:

• Strong character, positive attitude, and proactive approach to learning
• Advanced proficiency in Microsoft Office and ability to quickly learn new platforms (PandaDoc, Cvent, Etc.)
• Adaptable in a dynamic, entrepreneurial environment, with the ability to work independently
• Bachelor's degree in business administration, sales, marketing, or hospitality preferred, but not required
• Event industry experience preferred

 

Responsibilities:

Executive & Administrative Support

• Prepare the CEO for onsite events and appointments by organizing and providing all necessary sales materials, event documents, and supporting resources
• Prepare presentations, proposals, spreadsheets, documents, and other executive materials
• Track priorities, reminders, deadlines, and follow-ups
• Assist with email organization, correspondence, meeting preparation, agendas, notes, and action items
• Maintain organized digital and print client files, company records, and internal documents
• Help keep the Clermont office organized and ensure supplies and materials are stocked
• Handle confidential company and client information with discretion
• Assist with receipts, expense documentation, invoices, shipping, deliveries, and general office administration

Event Coordination

• Support Producers and Program Managers with corporate meetings, conferences, and events
• Research venues, vendors, entertainment, transportation, gifting, activities, and other event needs
• Request and organize proposals, pricing, contracts, and vendor documentation
• Maintain event timelines, task lists, production documents, vendor information, and deadlines
• Communicate with vendors and partners to collect information, confirm details, and keep projects moving
• Assist with attendee registration and related administrative needs
• Organize event supplies, signage, credentials, gifts, registration materials, and company inventory
• Assist with packing, shipping, receiving, and preparation for upcoming events
• Provide onsite event support when needed and mutually scheduled

 

How to Apply: Please email your cover letter and resume to talent@bluesparkeventdesign.com with the subject “Administrative Assistant & Event Coordinator”. Only qualified applicants will be contacted.

 

It is the policy of Blue Spark Event Design to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.