How to hire an administrative assistant/events coordinator

How to hire an administrative assistant/events coordinator, step by step

Here's a step-by-step administrative assistant/events coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative assistant/events coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative assistant/events coordinator
• Step 8: Go through the hiring process checklist

Post an administrative assistant/events coordinator job for free, promote it for a fee

Post free

1. Identify your hiring needs

   The administrative assistant/events coordinator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An administrative assistant/events coordinator's background is also an important factor in determining whether they'll be a good fit for the position. For example, administrative assistant/events coordinators from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of administrative assistant/events coordinators and their corresponding salaries.

   Type of Administrative Assistant/Events Coordinator	Description	Hourly rate
   Administrative Assistant/Events Coordinator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$15-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48
   Special Events Coordinator	A special events coordinator is in charge of organizing and devising plans for an event, even monitoring all progress to ensure everything is running smoothly. They are typically responsible for consulting with clients and understanding the event's purpose, offering a selection of venues and caterers, providing cost estimates, and booking various services such as speakers, equipment, location, photographers, videographers, and other essential factors... Show more	$12-28

2. Create an ideal candidate profile

   Common skills:

   • Travel Arrangements
   • Plan Events
   • Administrative Tasks
   • Expense Reports
   • Conference Calls
   • Scheduling Appointments
   • Payroll
   • PowerPoint
   • Office Equipment
   • Front Desk
   • Facebook
   • Purchase Orders
   • Press Releases
   • Meeting Minutes

   Check all skills

   Responsibilities:

   • Manage and develop the daily clinical schedule for the in-patient rehabilitation staff taking into consideration Medicare guidelines and staffing ratios.
   • Prepare, edit and submit payroll and scheduling for the facilities/maintenance department on a weekly basis.
   • Prepare paperwork for financial benefits and payroll.
   • Assist in preparation of PowerPoint presentations and in preparations of proposals.
   • Schedule, register, or revise appointments and meetings for patients and physician while maintaining accuracy using multiple medical software applications.
   • Organize vendor invoices, run A/R reports for CEO.

3. Make a budget

   Including a salary range in your administrative assistant/events coordinator job description is a great way to entice the best and brightest candidates. An administrative assistant/events coordinator salary can vary based on several factors:

   • Location. For example, administrative assistant/events coordinators' average salary in georgia is 43% less than in california.
   • Seniority. Entry-level administrative assistant/events coordinators earn 38% less than senior-level administrative assistant/events coordinators.
   • Certifications. An administrative assistant/events coordinator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an administrative assistant/events coordinator's salary.

   Average administrative assistant/events coordinator salary

   $41,605yearly

   $20.00 hourly rate

   ---

   Entry-level administrative assistant/events coordinator salary

   $32,000 yearly salary

   Updated December 22, 2025

4. Writing an administrative assistant/events coordinator job description

   An administrative assistant/events coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an administrative assistant/events coordinator job description:

   Administrative assistant/events coordinator job description example

   Job DescriptionJob Description
   
   Events Coordinator/Admin Assistant ($25/hr)
   
   Whats In It For You:
   
   Pay rate of $25 per hour
   Strong opportunity for professional and career advancement
   A place that valueshealthy work-life balance
   Empowering and supportive management
   A well-equipped and modern institution
   
   About the Opportunity:
   
   Our client is looking for an Events Coordinator/Admin Assistantto oversee the companys central office whileproviding administrative support for the Executive Director, Director of Programs and Communications, and Director of Academic and Professional Development.
   Your role is to organize and coordinate office administration and procedures to ensure organizational effectiveness and efficiency, work with an external vendor for accounting and HR services, and supervise assigned interns and student employees.
   
   Events Coordinator/Admin Assistant Responsibilities:
   
   Serve as the COF liaison for the COF Admissions sub-committee responsible for planning andimplementing counselor tours, high school tours, and other sub-committees as assigned
   Providingscheduling support to the Executive Director, Director of Programs and Communication,and Director of Academic Programs and ProfessionalDevelopment including preparation of meeting materials
   Actingas the first point of contact for the office, greeting visitors, soliciting and providing information, and referring toappropriate staff members
   Managing theonboarding and office set-ups, including purchasing and deployment of technology
   
   Events Coordinator/Admin Assistant Qualifications:
   
   4 years of office administration experience preferably in higher education or non-profit environment
   A Bachelors Degree
   Proficiency with computer applications, including Microsoft Office 365 (Outlook, Word, Excel,PowerPoint) and WordPress
   Excellent organizational, multi-tasking logistical, problem-solving, and interpersonal skills
   
   There are no costs for candidates utilizing our services as our clients pay for all related hiring fees. All PSG job postings are either actual positions we had available at the time of posting and/or are representative of positions we typically fill or expect to fill. If you see a job that interests you, respond to the ad or give us a call so that we can help you find a job you'll love. As one of the area's largest staffing firms, we help 2,500 people find jobs a year so chances are good that we can help you too.
   
   Professional Staffing Group is an equal opportunity employer and considers qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran's status, sexual orientation, or any other protected factor. #pando1-1
   PandoLogic. Keywords: Event Planner, Location: Brighton, MA - 02135 , PL: 550931928

   Copy this example

   

5. Post your job

   There are a few common ways to find administrative assistant/events coordinators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your administrative assistant/events coordinator job on Zippia to find and recruit administrative assistant/events coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting administrative assistant/events coordinators requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative assistant/events coordinator

   Once you've decided on a perfect administrative assistant/events coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new administrative assistant/events coordinator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

   Sign up to download full list

   Sign up

How much does it cost to hire an administrative assistant/events coordinator?