Part-Time Event Data Assistant
ABOUT THE JOB:
This is a contract position, with flexible hours and independent location, assisting an event planning firm
Hours will vary, but we estimate the work will average 10 hours per week, depending on our event cycle.
Our team is distributed - Mainly our team is in the Bay Area, including the two business owners. But we also have folks on East Coast and Northwest. You will be available for periodic meetings (weekly or bi-weekly depending on what works for you and us). We are flexible with this arrangement. If you are in the Bay Area, we could occasionally meet in person at a kitchen table, coffee shop, or a co-working space that's mutually convenient.
Live and breathe spreadsheets and numbers; eat them for breakfast!
Intuitive about how data can help drive decisions about how to do business
Have access to your own laptop with WiFi (we are Mac people, but that’s not required)
Comfortable speaking up, asking questions, and getting feedback for continual improvement
Proficient in Google Sheets, Quickbooks Online (QBO), and popular QBO plugins like Freshbooks, Hubdocs, bill.com, etc.
Proficient in GSuite, Gmail, Calendar, Cloud Search, etc.
Comfortable learning new technologies and online tools
Know when to put your head down to problem solve and when to ask for help
Look for efficiencies and opportunities to save money, reduce time, or make things operate more smoothly for our team or our clients
Look for opportunities to automate data entry across different Sheets and platforms to reduce manual data entry time. You love automation!
Efficiency and organization
Working in your PJs, or your jeans, or your local coffee shop!
Being a part of a team, even a remote team you only periodically see in person
Constantly learning new things
We are an event planning firm with an awesome team of professionals who all have side gigs, artistic or personal pursuits, but who work year round together
Relationship-driven, meaning we want you to be a great cultural fit
Dedicated to making things perfect for our clients and fun for us
Driven perfectionists, but we don’t take ourselves too seriously
Producers of conferences and celebrations like awards shows, fundraisers and company parties – with a focus on tech and nonprofit clients (we don’t do weddings, Sweet 16s, Bar/Bat Mitzvahs)
ABOUT THE WORK ITSELF:
Support event project teams in setting, tracking, and reconciling each event project budget
Pay vendor invoices, collect W9s and insurance from vendors, communicate payment turnaround, etc.
Help owners/partners understand build reports that show big picture KPIs
For longer-term projects, create a cash flow report to share with team and clients
For full production projects where event management company pays vendors directly, work closely with the KE Bookkeeper and Operations Manager to report anticipated expenses to KE organization P&L
Work with KE Bookkeeper and Operations Manager to track and report vendor markups and commissions to our organization P&L
Work with Operations Manager and Event Project Managers to track team time against the initial Scope of Work; report actual time against budgeted time and flag when we are out of alignment
Collect and track vendor receipts for each project, for client and organization records
Compensation will be hourly pay, negotiable and based on experience.
Send us your resumé along with a short, personalized introduction and a story about your favorite spreadsheet or finance win to firstname.lastname@example.org. If your resumé shows related work but not finance-specific work, explain how and why you are a fit for this gig. We look forward to hearing from you!