Virtual Assistant / Business & Client Support Coordinator

Inspired Events Collective is a Buffalo-based event planning, fundraising, storytelling, and creative support company that works primarily with nonprofit organizations.

We help nonprofits bring their events, fundraising campaigns, and communications to life - while taking work off their already-full plates.

Our clients are often small teams wearing many hats and working with limited budgets and resources. We believe the best support is proactive, thoughtful, organized, and deeply relationship-driven. We don't just complete tasks - we pay attention, anticipate needs, and make

our clients' lives easier.

We're looking for someone who is highly organized, proactive, personable, and naturally good at keeping track of details - someone who enjoys creating order out of chaos and can help make sure things don't fall through the cracks.

You'll work closely with the CEO of Inspired Events Collective to help manage the administrative, logistical, and coordination pieces of the business.

You won't be expected to manage projects independently or make strategic decisions for clients. Instead, you'll provide the task management, coordination, follow-through, and administrative support that allows our team to do their best work.

The ideal person is someone who sees a loose end and thinks: "I can take care of that."

What You'll Do:

Task & Calendar Management

• Help maintain and organize the CEOs calendar and upcoming commitments
• Keep track of deadlines, follow-ups, and outstanding tasks
• Review upcoming meetings and help identify what needs to be prepared
• Draft meeting agendas and organize relevant materials

Client Communication & Coordination

• Coordinate scheduling
• Draft or send logistical communications when appropriate
• Follow up with clients for information, approvals, materials, or outstanding items
• Help ensure clients feel informed, supported, and cared for throughout their experience

Invoicing & Administrative Support

• Track client invoices and payment status
• Track contractor invoices and payment schedules
• Maintain accurate administrative records

Systems & Process Support

• Help maintain and improve Inspired Events Collective's internal systems:
• Assist with building and documenting SOPs
• Organize information within Airtable and Google Drive
• Identify opportunities to make recurring processes easier and more efficient
• Help maintain our contractor and client tracking systems
• Help build and maintain data tracking for measurable client work

Event & Production Support

• Assist with the logistical side of nonprofit events, including:
• Requesting and organizing vendor quotes
• Confirming logistics and event details
• Helping build event timelines and production schedules
• Organizing event information and materials

Client Onboarding & Event Wrap-Up

• Help us create and maintain systems for:
• New clients
• Collecting necessary information and documents
• Setting up client folders and systems
• Scheduling kickoff meetings
• Preparing onboarding materials
• Making sure nothing falls through the cracks
• Completed projects/events
• Making sure final deliverables and follow-ups are completed
• Organizing event/project files
• Tracking outstanding invoices
• Collecting feedback or testimonials when appropriate

We're looking for someone who is:

• Proactive rather than waiting to be told what to do
• A strong written and verbal communicator - warm, professional, and personable
• Comfortable learning new technology and systems
• Someone who enjoys creating structure and improving processes