The Examination is seeking an administrative assistant to provide support to our operations team specifically with conference planning logistics and other administrative tasks.

This is a one-year remote contract position for up to 20 hours/week. We are looking for a self-starter who possesses high attention to details, can work independently and has excellent interpersonal and communication skills and can manage multiple competing priorities. This position works directly with the Director of Finance & Administration.

Launched in 2023, The Examination is an award-winning nonprofit news organization that investigates global health threats, with a focus on corporate accountability, working in collaboration with news outlets around the world. Our beats include big tobacco, industrialized food and corporate polluters.

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Tasks will include:

Pre-Conference Logistics Support

1. Coordinate travel arrangements for pre-conference participants, including flights, accommodations, and transportation.
2. Coordinate the grant/scholarship fund requests and communication with recipients.
3. Manage pre-conference attendance, including tracking attendee lists and processing confirmations.
4. Communicate with vendors and service providers to ensure timely delivery of goods and services (e.g., catering, audiovisual equipment, signage).
5. Assist in preparing materials, such as badges, handouts, and packets.
6. Organize and oversee shipping and delivery of conference materials to the venue.
7. Provide on-site support during the pre-conference, such as managing attendee arrivals, troubleshooting issues, and coordinating staff schedules.
8. Track and reconcile conference expenses, compiling reports for review by the Director of Finance & Administration.

Financial and Administrative Tasks

1. Assist with processing expense reports, invoices, and reimbursements.
2. Assist with processing and tracking of contracts and contractor requests.

Desired qualifications:

• High proficiency with Google Workspace and MS Office
• 5+ years of experience of event planning/logistics
• 5+ years of nonprofit-specific administrative support experience
• Strong organizational skills
• Conference planning experience preferred
• Experience providing remote/virtual administrative support preferred

Pay:

This is a 1099 contract position that will last through 2025 with the possible of continuing in 2026. The contract rate is $35-$40/hour based on experience, achievements and location.

People of color, people with disabilities, immigrants, LGBTQ+ people and those with experiences in the communities we cover are strongly encouraged to apply. We are an equal opportunity employer and have zero tolerance for discrimination or harassment of any kind. All hiring decisions are made without regard to race, color, religion, sex, sexual orientation, age or any other status protected under applicable law.

This job is envisioned as a United States-based contract, but if you live elsewhere in the world and feel you are otherwise well-qualified, we welcome you to apply. Please note that the terms of engagement may change depending on the country of residence. We understand that there are great candidates whose qualifications may not match what we’ve described above, or who have other kinds of work experience that makes them well suited for this position. If that’s you, please don’t hesitate to apply and tell us about yourself.