Executive Assistant & Event Operations Coordinator

Job Summary

Barbecue Battle Inc. has produced the Giant National Capital BBQ Battle since 1993. Held along Pennsylvania Avenue in Washington, D.C., this annual festival brings together barbecue competitions, live music, celebrity chefs, food sampling, and activities for families.

Celebrating its 35th anniversary in 2027, the event also anchors a summer sales and marketing program across Giant Food stores in Maryland, Virginia, Delaware, and Washington, D.C. Our work involves major food brands, retail partners, sponsors, community organizations, government agencies, and event professionals.

About the Position

We are seeking a dependable, proactive Executive Assistant & Event Operations Coordinator to work directly with President and Producer Allen Tubis.

This position combines executive support, computer-based administrative work, and event coordination. We need someone who takes ownership of assignments, keeps information organized, follows up consistently, and makes sure commitments and deadlines do not fall through the cracks.

Responsibilities

• Manage calendars, appointments, meeting invitations, scheduling, and reminders.
• Organize Teams and Zoom meetings, prepare agendas, take notes, and track action items through completion.
• Maintain Monday.com boards, project timelines, assignments, deadlines, and status reports, working with our existing Monday.com support.
• Maintain accurate sponsor, vendor, product, and contact databases.
• Prepare and format emails, letters, spreadsheets, presentations, and other business materials.
• Coordinate personalized vendor outreach, email mail merges, registration follow-up, participation agreements, signatures, and document collection.
• Track sponsor and vendor commitments, outstanding materials, and fulfillment deadlines.
• Coordinate with staff, the event management company, suppliers, and government agency contacts.
• Organize email, electronic files, contracts, and participation history so information is easy to locate.
• Provide a weekly update covering priorities, completed work, approaching deadlines, and decisions requiring the producer’s attention.
• Support event preparation and on-site coordination as needed.

Required Qualifications

• Experience supporting an executive, business owner, or busy project team.
• Strong, hands-on Monday.com proficiency is mandatory, including managing boards, deadlines, assignments, and status updates.
• Excellent computer skills and confidence learning new software.
• Proficiency in Microsoft Outlook, Word, Excel, and Teams, along with Google Drive and Zoom.
• Practical Excel skills, including sorting, filtering, maintaining contact lists, basic formulas, and checking data for accuracy.
• Ability to format professional documents, work with PDFs, manage shared files, and prepare personalized email communications.
• Strong writing, proofreading, organization, and attention to detail.
• Ability to manage competing priorities and follow up tactfully and persistently.
• Reliability, discretion, and sound judgment with confidential information.
• Availability during agreed Eastern Time working hours and responsiveness by phone, text, and email.

Preferred Experience

• Event production, sponsorship, hospitality, or small-business operations.
• Email mail merge, online registration forms, and workflow automation.
• Using AI tools to assist with drafting, research, and administrative tasks while checking results for accuracy.

Pay: $25.00 - $35.00 per hour

Expected hours: 20.0 – 30.0 per week

Benefits

* Flexible schedule

Work Location: Hybrid remote in Washington, DC 20001