Part Time Event Coordinator (Short term contract)

Overview

Part Time Event Coordinator (Short term contract) Jobs in Indianapolis, IN at Vaco by Highspring

Title: Part Time Event Coordinator (Short term contract)

Company: Vaco by Highspring

Location: Indianapolis, IN

Part-Time Event & Administrative Assistant
Organization: Confidential – Nonprofit Association
Location: northwest side of Indianapolis, IN (in-office + Downtown Indianapolis conference site)
Duration: Short-term contract | Immediate start through mid-August 2026
About the Opportunity
Vaco is partnering with a well-established nonprofit association to find a sharp, personable administrative and event support professional to help prepare for and execute their upcoming annual conference in downtown Indianapolis. This is an ideal engagement for a former EA looking for a short-term project, or anyone who wants meaningful, hands-on work for the next month or so. While the immediate need is short-term, there is potential for a longer-term relationship for the right person.
Schedule & Commitment

• Pre-conference: 10-15 hours per week for approximately 3-4 weeks
• Conference week (mid-August): Up to 14-hour days on-site in downtown Indianapolis

What You’ll Be Doing
This role is varied and fast-moving – responsibilities will span both pre-conference prep and on-site execution, including:

• Event Logistics: Coordinating materials and supplies for conference sessions, breakout rooms, and receptions; researching pricing on event items; picking up and organizing supplies from storage
• Printing & Document Prep: Producing and organizing a high volume of printed materials including registration lists, certificates, scripts, binders, signage, worksheets, and exhibitor and committee packets – strong file organization and attention to detail are a must
• Awards Support: Managing award inventory, updating historical records, and preparing award-related materials and communications
• Registration & Badging: Preparing badge and registration materials and serving as a friendly, professional face at the registration desk during the conference
• Signage & Programs: Tracking and organizing conference signage and program materials
• Silent Auction: Collecting and organizing a finalized list of auction items
• Mailing & Correspondence: Preparing and mailing packets to external offices and contacts

Ideal Candidate

• Former Executive Assistant or experienced administrative professional looking for a short-term engagement – highly encouraged to apply
• Tech-savvy and comfortable managing large volumes of digital files, documents, and printing tasks
• Fast learner who can hit the ground running with minimal ramp-up time
• Warm, personable, and professional – you’ll be representing the organization directly to conference attendees
• Highly organized with strong attention to detail and the ability to juggle multiple priorities
• Reliable and flexible, including availability for full conference days in mid-August
• Nonprofit or association experience a bonus, but not required

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [email protected] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring’s client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

· the individual’s skill sets, experience and training;

· licensure and certification requirements;

· office location and other geographic considerations; and

· other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company’s retirement plan (or similar retirement benefits).