Admin & Events Coordinator
Learning Genie Inc. | 100% Remote (LATAM & Philippines) | Full-Time | Operations & Events
Are You Ready to Be the Execution Backbone Behind Our Events and Operations?
Learning Genie Inc. is a fast-growing, award-winning EdTech startup headquartered in Carlsbad, California — recognized by ABC 10 News, the San Diego Business Journal, and proud winners of the Tech & Learning Best of Show Award!
We're on a mission to transform early childhood education through AI-powered solutions. To support our rapid scaling, we're looking for a highly organized, proactive professional to keep our conference, event, and operational pipelines running flawlessly — no marketing background required.
The Opportunity
This is fundamentally an admin and logistics role: think of it like coordinating travel, reservations, and vendors — except the "trip" is a conference, and the "guest" is our team and our sponsors. You'll own the moving pieces behind every event we attend, every vendor we work with, and every tracker that keeps our operations running — working directly with our CEO and our small Marketing team.
We're looking for someone smart, proactive, a genuinely fast learner, an excellent communicator, and someone we can trust to own the details without being asked twice.
What You'll Be Doing
- Assist with contract management, vendor invoice tracking, purchase requests, and daily bookkeeping using Excel and QuickBooks Online
- Support the planning and execution of conferences, trade shows, webinars, and other events — timelines, budgets, deliverables, registrations, travel, booth logistics, and shipment/inventory of event materials, plus onsite/virtual execution when needed
- Track sponsorship deliverables (ads, social posts, speaking slots, exhibit tables) to confirm we receive everything we're contracted for, and keep organized records of packages, invoices, and contacts
- Research conferences, associations, and event opportunities; help evaluate which are worth attending based on cost and expected value, and prepare clear recommendations for leadership
- Maintain accurate conference, contact, and budget trackers in Google Workspace and HubSpot CRM; clean and deduplicate data to keep it reliable
- Track registrations and post-event outcomes; support basic reporting
- Assist with logistics around email campaigns, registration/RSVP forms, and routing leads to the right person
- Post-event: distribute leads to the right team members, document notes in the appropriate systems, and compare results against goals
What Makes You the One
- 2+ years in an Executive Assistant, Operations Coordinator, Events Coordinator, or similar role (required) — no marketing or B2B experience needed
- Based in LATAM or the Philippines, C1 English, available 8:00 AM–4:30 PM PST (required)
- Smart, proactive, and a genuine fast learner — you pick up new tools, software, and processes quickly and don't wait to be handed tasks
- An excellent communicator — clear, organized, and comfortable coordinating with vendors, partners, and internal stakeholders
- Highly organized and detail-obsessed, comfortable juggling multiple priorities without dropping anything
- Hands-on with AI tools (Claude, ChatGPT, or similar) and comfortable using AI to automate parts of your own workflow — this is one of the most important things we look for
- Strong Google Sheets skills, plus familiarity with QuickBooks Online, Zoom, and Excel
- Experience with or quick to adapt to HubSpot, monday.com, or similar CRMs
- Trustworthy and dependable — someone we can hand ownership to and trust to follow through
- Nice to have: direct event/conference/trade show coordination experience; Mailchimp/Canva familiarity; Google Apps Script or AI workflow automation experience (Zapier, Make); experience working with vendors, school districts, or associations
Why You'll Love Working Here
- Initial Salary: US $1,440/month (equivalent to $9.00/hour) during the 90-day training/probation period. After probation, salary can be revisited up to US $10–11/hour depending on performance
- 100% remote — work from anywhere in LATAM or the Philippines
- Standard work week, Monday–Friday (8:00 AM–4:30 PM Pacific Time)
- Real career growth at a fast-moving, award-winning EdTech startup
- Encouraged and expected to use cutting-edge AI tools to make your own work faster
- Work that creates genuine social impact for the education industry
This Probably Isn't for You If…
- You prefer routine over a fast-paced, ever-evolving environment
- You're intimidated by learning new software, CRMs, or AI tools
- You wait to be handed tasks instead of proactively identifying bottlenecks and offering solutions
- You struggle to keep meticulous track of moving parts, deadlines, and data streams
If you're a detail-obsessed operational powerhouse, a fast learner, and someone people can trust to just get it done — we want to hear from you!