Administrative Assistant & Event Coordinator

Role Summary

We are seeking a detail-oriented and proactive Administrative Assistant to support our  team by managing administrative tasks and coordinating events. This role will balance day-to-day administrative responsibilities with event planning and logistics, including tradeshows and conferences. The ideal candidate is highly organized, resourceful, and thrives in a fast-paced environment, with strong communication skills and a collaborative mindset. 

Responsibilities

Administrative Support

• Provide general administrative support including scheduling, calendar management, travel bookings, and expense reporting. 
• Maintain organized filing systems, contact databases, and internal documentation. 
• Assist with drafting correspondence, preparing reports, and creating presentations. 
• Support recruiting activities by scheduling interviews, coordinating feedback, and tracking candidate progress. 
• Handle ad hoc administrative tasks to ensure smooth day-to-day operations. 

Event Coordination

• Support planning and execution of company events including tradeshows, conferences, team offsites, and the annual user conference. 
• Manage event logistics such as storage organization. registration, booth setup, vendor coordination, travel arrangements, and shipping of materials. 
• Track event timelines, budgets, and deliverables to ensure on-time and on-budget execution. 
• Maintain organization of company storage facility, including event materials, marketing collateral, and supplies. 
• Responsible for inventory tracking and ensuring materials are prepared and shipped for upcoming events. 
• Partner with sales, marketing, client success, and leadership to ensure events reflect company goals and brand standards. 
• Serve as point of contact for event vendors, venues, and internal stakeholders. 

Qualifications

• 2+ years of administrative or event coordination experience; experience in a remote or fast-paced startup environment preferred. 
• Strong organizational skills with ability to manage multiple priorities simultaneously. 
• Excellent written and verbal communication skills. 
• Proficiency with Microsoft Office Suite and scheduling/communication platforms (e.g., Slack, Zoom, Outlook, Google Workspace). 
• Experience coordinating logistics for tradeshows or conferences is a plus. 
• High attention to detail, resourcefulness, and follow-through. 
• Ability to maintain discretion and confidentiality. 
• Bachelor’s degree or equivalent experience preferred. 

Physical & Work Requirements

• Must be able to lift, carry, and move boxes or materials weighing up to 30 pounds. 
• Willingness to organize and maintain event-related storage space and supplies. 
• Hybrid obligation: must be able to work from our Fort Lauderdale office at least once per week, with flexibility for additional in-office presence during event preparation periods. 

What We’re Looking For

• A team player with a service-oriented mindset who enjoys supporting others. 
• Someone who is proactive, adaptable, and comfortable juggling both administrative duties and event planning. 
• An individual who thrives in a fast-moving environment and can execute tasks with precision and professionalism. 

About Symplast 

With the #1 Mobile EHR/Practice Management platform, Symplast delivers the 21st century solution that aesthetics and med spas have been waiting for. Symplast offers tools and solutions including conversion dashboards, HIPAA compliant texting, revenue cycle management, lead management, e-prescription and more. From check-in to charting, scheduling to marketing, Symplast’s all-in-one platform allows you to run your business form anywhere in the world, on any device, at any time! 

Since its creation by a plastic surgeon with an adjoining medical spa, Symplast EHR has focused on mobile technology that changes the way providers present their services and the way that patients manage their health care.     

Using cutting-edge cloud technology, Symplast’s tools are available on computers, tablets, and smartphones, creating a necessary work-life balance for doctors as they access the clinical, financial, and operational data of their business at any time, from any place.     

We support clients by presenting them with their data, enabling their practice to make informed decisions and provide smarter care. Empowering both practice and patient to know, manage, and engage with one another, Symplast is disrupting the aesthetic industry and transforming the way healthcare is delivered.     

Our mission is to continue to provide intuitive and innovative tools and solutions that will adapt to meet the ever-changing landscape of healthcare and the needs of today’s aesthetic patient. Symplast knows that your workflows become their patient experience.