Executive Assistant & Event Coordinator

About Live One Naturals

Live One Naturals is a U.S. importer and distributor of branded botanical ingredients for the dietary supplement industry. We supply supplement brands and contract manufacturers with ingredients including Ashwagandha and Shatavari. We also support our supplier partners with trade shows, events, and related activities in the U.S. market.

We’re looking for an organized, proactive Executive Assistant & Event Coordinator to assist, coordinate events, and help keep day-to-day business activities running smoothly.

About the Role

This position combines executive assistance, event planning, and customer communication. You’ll help manage priorities, coordinate details, and follow through on tasks in assistance with the President.

A major focus will be planning and supporting trade shows and events for Live One Naturals and our supplier partners—from coordinating vendors and deadlines to attending events and helping everything run smoothly on-site.

You’ll also assist with routine customer correspondence and administrative needs. This role does not carry sales quotas or responsibility for acquiring new business. Dedicated logistics support is already in place.

Responsibilities

Event Planning & Trade Show Coordination

• Coordinate trade shows, conferences, and other events for Live One Naturals and our supplier partners.
• Maintain event calendars, planning timelines, budgets, and checklists.
• Handle registrations, exhibitor forms, deadlines, and organizer communications.
• Coordinate booth vendors, promotional materials, event services, and other event requirements.
• Arrange travel, accommodations, meeting schedules, and itineraries.
• Communicate with supplier teams and logistics support to ensure event materials and requirements are ready on time.
• Attend select events to assist with setup, scheduling, attendee interaction, and on-site coordination.
• Organize event contacts, expenses, and follow-up tasks after each event.

Executive Assistance

• Help manage the president's calendar, meetings, travel, and competing priorities.
• Prepare meeting agendas, take notes, and track action items.
• Draft correspondence, organize information, and prepare documents or presentations.
• Follow up with customers, suppliers, vendors, and other contacts on the owner’s behalf.
• Maintain task lists and flag upcoming deadlines or items requiring a decision.
• Handle sensitive business information with discretion.

Customer Communication & Administrative Support

• Respond to routine customer inquiries and route questions to the appropriate contact.
• Coordinate documentation requests and assist with customer onboarding paperwork.
• Follow up on outstanding forms, agreements, and other administrative items.
• Keep customer records, shared files, and contact information organized.
• Coordinate with logistics and accounting when customer questions require their input.
• Help establish simple, consistent processes for recurring tasks.

Qualifications

• Experience in executive assistance, event planning, project coordination, or a similar support role.
• Strong organization, attention to detail, and reliable follow-through.
• Ability to manage multiple deadlines and work independently in a remote setting.
• Clear, professional written and verbal communication.
• Comfortable communicating with customers, vendors, and supplier partners.
• Proficiency with calendars, spreadsheets, documents, presentations, and task management tools.
• Good judgment, discretion, and the ability to recognize when leadership input is needed.
• Availability for scheduled communication during U.S. business hours.
• Willingness to travel occasionally, including some evenings or weekends.
• Trade show experience is strongly preferred; dietary supplement or ingredient industry experience is a plus.

Who Will Succeed in This Role

You enjoy helping someone stay organized and turning plans into completed tasks. You anticipate needs, keep track of details, and follow through without repeated reminders. You’re comfortable working directly with a small business owner and moving between event planning, correspondence, scheduling, and administrative support.

Schedule & Compensation

This hybrid position will begin at approximately 20 hours per week, with scheduling flexibility coordinated around business needs. Event weeks may require additional paid hours and occasional evening or weekend availability.

Compensation is $20–$35 per hour, depending on experience. Business travel expenses are covered. Responsibilities, hours, and compensation will be reviewed after the first 90 days, with potential for the role to grow as business needs evolve.