Part Time Event Coordinator (Short term contract)

Schedule & CommitmentPre-conference: 10-15 hours per week for approximately 3-4 weeksConference week (mid-August): Up to 14-hour days on-site in downtown Indianapolis What You'll Be Doing This role is varied and fast-moving - responsibilities will span both pre-conference prep and on-site execution, including: Event Logistics: Coordinating materials and supplies for conference sessions, breakout rooms, and receptions; researching pricing on event items; picking up and organizing supplies from storagePrinting & Document Prep: Producing and organizing a high volume of printed materials including registration lists, certificates, scripts, binders, signage, worksheets, and exhibitor and committee packets - strong file organization and attention to detail are a mustAwards Support: Managing award inventory, updating historical records, and preparing award-related materials and communicationsRegistration & Badging: Preparing badge and registration materials and serving as a friendly, professional face at the registration desk during the conferenceSignage & Programs: Tracking and organizing conference signage and program materialsSilent Auction: Collecting and organizing a finalized list of auction itemsMailing & Correspondence: Preparing and mailing packets to external offices and contacts Ideal CandidateFormer Executive Assistant or experienced administrative professional looking for a short-term engagement - highly encouraged to applyTech-savvy and comfortable managing large volumes of digital files, documents, and printing tasksFast learner who can hit the ground running with minimal ramp-up timeWarm, personable, and professional - you'll be representing the organization directly to conference attendeesHighly organized with strong attention to detail and the ability to juggle multiple prioritiesReliable and flexible, including availability for full conference days in mid-AugustNonprofit or association experience a bonus, but not required Equal Opportunity Notice Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. Representation Notice By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client. Residents of all other states may access our policies here. Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied.