DC Based Ops & Executive Coordinator for Live Events

Ops & Executive Coordinator

Decibel Events | Washington, DC | Part-Time

ABOUT DECIBEL EVENTS

Decibel Events (dB) produces live events for federal agencies, associations, and corporations in DC and all over the world. General sessions, conferences, trade shows, city-wide festivals. If it has a stage and a run of show, we've probably built one like it.

Our clients include the Library of Congress, the U.S. Small Business Administration, the Department of War, Trane Technologies, and T. Rowe Price. We work hard, we laugh a lot, and everybody pitches in.

ABOUT THE ROLE

Every great team has that one person who knows where everything is, who owns what, and when it's due. We're hiring that person.

You'll report directly to our CEO. You'll run notes on our daily team rundown call, chase down action items, keep our CRM clean, handle client and vendor emails, and take care of the office and admin work so the rest of us can focus on the shows.

This role stays at HQ. No onsite shows, no load-ins, no 2am strikes. It's part-time and in the office, it's for someone based in DC, and it may lead to full time as we grow.

WHAT YOU'LL DO

Run the daily call

·      Join our daily team rundown call, take notes, and log every action item with an owner and a due date

·      Follow up on open items and give people a friendly nudge before a deadline slips

·      Send a weekly recap of what got done and what's still open

Executive support

·      Manage the CEO's calendar, inbox, and travel around a busy show schedule

·      Prep agendas and briefing notes for meetings, and track decisions and follow-ups

·      Know what you can handle on your own and what needs a decision from leadership

Own the CRM and client communications

·      Keep HubSpot clean: contacts, companies, deals, and vendor records

·      Draft and send client and vendor emails, and make sure nothing falls through the cracks

·      Coordinate client gifts and thank-yous

·      Book sessions in dB Studios and answer general client questions about upcoming events

Run the office, HR, and admin

·      Keep the office stocked, working, and looking good

·      Handle onboarding, personnel files, and time-off tracking

·      Collect freelancer paperwork: W-9s, contracts, and certificates of insurance

·      Help our accountant with invoices, receipts, and expenses

·      Keep Google Drive organized and help us write down how we do things

WHAT YOU BRING

Requirements

·      3+ years as an executive assistant, office manager, operations coordinator, or something close

·      Great writing. Your emails are clear, short, and get answered.

·      Seriously organized. You love a good checklist.

·      Comfortable holding people to their deadlines, including your boss, without being a jerk about it

·      You keep confidential things confidential

·      Strong in Google Workspace and quick to pick up new software

·      You live in the DC metro area and can be in the office by 8:30am Tuesday through Thursday

Bonus points

·      HubSpot or other CRM experience

·      Experience in events, production, or hospitality

·      Basic HR or onboarding experience

·      Federal contracting paperwork experience

SCHEDULE AND LOCATION

·      20 to 25 hours per week, Monday through Friday mornings

·      In the office by 8:30am Tuesday through Thursday near Union Station, remote Monday and Friday

·      We'll set final hours with the right person

·      Part-time W-2 position that may lead to full time. No contractors or agencies, please.

PAY AND BENEFITS

$30 to $38 per hour, depending on experience.

·      Medical, dental, and vision stipend, prorated to your hours

·      Paid sick and safe leave

·      Daily breakfast and craft coffee

·      A front-row seat to how a growing events company runs

Decibel Events is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.