Administrative Assistant - Events & Webinars

Job Description

Job Description

Job Title: Administrative Assistant (FY26 Initiative)

Industry: Nonprofit / Policy & Advocacy Support

Location (city, state): Washington, DC (Hybrid)

Assignment Type: Contract (through end of December)

Pay: $24 – $26 / hr (depending on experience)

Work Schedule: Full-time, 40 hours/week (standard 9–5 with core hours 10–2; occasional flexibility needed for cross-time zone coordination)

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About Our Client:

Addison Group is hiring on behalf of our client, a mission-driven nonprofit focused on policy and advocacy work at the national level. The organization partners with affiliates and stakeholders across the country to support large-scale initiatives, events, and programs that advance community impact and public policy priorities.

Job Description:

This role provides administrative and coordination support to a fast-moving policy and advocacy team, with a strong focus on campaign and webinar execution. You will help ensure virtual events run smoothly from planning through follow-up while supporting communication, scheduling, and stakeholder coordination across internal teams and external partners.

Key Responsibilities:

• Coordinate and support webinars and virtual events end to end (invitations, registration, reminders, speaker logistics, follow-ups)
• Manage outreach lists and communication workflows using event and CRM tools
• Set up and monitor Zoom webinars, including day-of support and troubleshooting
• Support external-facing coordination with partners and affiliate organizations
• Manage complex calendars across multiple stakeholders and time zones
• Assist with meeting coordination, scheduling, and logistics for internal and external teams
• Prepare, format, and edit documents, presentations, and reports
• Support note-taking, communications, and post-event follow-up materials
• Process contract-related payments and support administrative tracking (Concur/SharePoint helpful)
• Maintain organization of files, templates, and shared documentation

Qualifications:

• Experience supporting webinars, virtual events, or campaign-style programs
• Strong calendar management experience across multiple stakeholders and time zones
• Experience in external-facing coordination (partners, clients, or affiliates)
• Excellent written communication and note-taking skills
• Strong organizational skills with the ability to manage multiple priorities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams)
• Ability to work in a fast-paced, deadline-driven environment and adapt quickly

Additional Details:

• Hybrid schedule with required onsite presence on designated “common days” plus one additional flexible in-office day
• Occasional flexibility required for cross-time zone coordination and after-hours support
• Fast-paced environment with frequent events and stakeholder engagement across multiple regions
• Strong collaboration with internal teams and external partners at all levels of seniority

Perks:

• Opportunity to support high-visibility campaigns and national-level initiatives
• Exposure to cross-functional teams and external partner networks
• Hands-on experience with large-scale virtual event coordination

Addison Group is an Equal Opportunity Employer.

Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities upon request.