Administrative & Event Production Coordinator

Administrative & Event Production Coordinator

Engagement: Independent Contractor

Compensation: $2,500 Monthly

Anticipated Level of Effort: 30 hours per month, based on project and event needs

Work Arrangement: Primarily Remote with In-Person Support for Agreed-Upon Meetings and Events

Opportunity Overview

Sonjé Productions is seeking an experienced Administrative & Event Production Coordinator to provide independent administrative, executive, and event production support on a contract basis.

The engagement is focused on defined deliverables, deadlines, and project outcomes across executive administration, event production, business development, and workflow coordination. The contractor will independently manage their workflow and approach to completing assigned deliverables while coordinating with Sonjé Productions around project deadlines, scheduled meetings, and event requirements.

This opportunity is well suited for an established administrative, virtual-assistance, or event-production professional who is highly organized, communicates professionally, exercises strong judgment, and is comfortable independently managing multiple client and project priorities.

Key DeliverablesExecutive & Administrative Support

• Maintain accurate and organized executive scheduling, including agreed-upon meetings, appointments, travel, events, and related commitments.
• Ensure designated meetings are appropriately coordinated and supported with necessary materials, documentation, action items, and follow-up.
• Maintain visibility into agreed-upon deadlines, commitments, and outstanding items and provide proactive follow-up as needed.
• Prepare polished professional correspondence and coordinate communications with clients, vendors, partners, sponsors, and other stakeholders.

Event & Production Support

• Maintain accurate project information, schedules, deadlines, deliverables, approvals, and outstanding items for assigned events and projects.
• Complete vendor research, outreach, pricing comparisons, confirmations, and related coordination based on assigned project needs.
• Support agreed-upon event logistics and ensure relevant information and documentation are organized and communicated to appropriate stakeholders.
• Provide onsite support for designated events when agreed upon in advance, including vendor, VIP, hospitality, registration, or executive support.

Business Development & RFP Support

• Maintain current tracking of assigned RFP opportunities, requirements, submission deadlines, and follow-up dates.
• Maintain organized and current company credentials, bios, references, certifications, headshots, and other proposal materials.
• Track agreed-upon business-development opportunities, prospective-client follow-up, and associated next steps.
• Coordinate scheduling and materials for prospective-client and strategic-partner meetings as needed.

Process & Workflow Improvement

• Maintain effective trackers, templates, checklists, and administrative systems that support assigned projects and deliverables.
• Identify opportunities to streamline repetitive administrative and project processes and improve workflow efficiency.
• Appropriately leverage AI, automation, and other technology tools to accelerate routine work, organize information, and improve processes.
• Recommend practical improvements that reduce manual effort and strengthen organization, communication, and follow-through.

Preferred Contractor Profile

• 3–5 years of experience providing executive/administrative support, virtual assistance, event production, project coordination, operations, or related professional services.
• Demonstrated ability to independently manage multiple clients, projects, deadlines, and deliverables.
• Excellent written and verbal communication skills with a polished, professional approach.
• Strong organizational skills, attention to detail, judgment, resourcefulness, and follow-through.
• Experience supporting a CEO, President, Founder, or senior executive preferred.
• Experience in event production, experiential marketing, hospitality, entertainment, government contracting, or professional services is a plus.
• Proficiency with Microsoft Office and/or Google Workspace and familiarity with project-management platforms such as Monday.com, Asana, ClickUp, or similar systems.
• Comfortable using AI and automation tools to improve efficiency and streamline administrative workflows.

Contract Engagement

This is an independent contractor engagement compensated through a $2,500 monthly retainer, with an anticipated level of effort of approximately 40–60 hours per month. Workload may fluctuate based on active projects and the event calendar.

The contractor will independently determine how and when services are performed while meeting agreed-upon deliverables, deadlines, response expectations, and scheduled commitments. There are no fixed daily working hours associated with the engagement.

The engagement is primarily remote. Participation in certain virtual meetings, client meetings, site visits, and events may be required when necessary for an agreed-upon project or deliverable.

The contractor may provide services to other clients, provided there is no conflict of interest or compromise of Sonjé Productions' confidential information.

A detailed scope of services, deliverables, confidentiality requirements, and other terms of the engagement will be established through an independent contractor agreement.

Pay: $2,500.00 per month

Application Question(s):

• Are you comfortable providing services as an independent contractor (1099) for a monthly retainer of $2,500?

(Must answer Yes or No to be considered)

• Are you able to provide in-person support for pre-scheduled meetings, site visits, or events, including occasional evenings or weekends?

(Must answer Yes or No to be considered)

• Are you comfortable using technology, including AI and/or automation tools, to improve administrative processes, research, organization, and workflow efficiency?

(Must answer Yes or No to be considered)

Education:

• Bachelor's (Required)

Experience:

• admin, EA, events, or project: 3 years (Required)

Work Location: Hybrid remote in Baltimore, MD 21202

Salary : $2,500