Administrative Events Coordinator

Administrative Events Coordinator

Bold Hat Productions – Seattle, WAFull-Time | Hybrid (Office + On-Site Event Work)$26–$31/hour DOE + Event Pay

About Bold Hat Productions

Bold Hat Productions produces some of the Pacific Northwest’s most iconic community festivals, including Fremont Oktoberfest, Kirkland Uncorked, the South Lake Union Block Party, and Fremont Fair. Our small, collaborative team works year-round to bring unforgettable community experiences to life.

We are seeking an Administrative Coordinator to support key administrative, financial, and operational needs that keep our events running smoothly. This role is highly detail-oriented and essential to the overall function of the company, with additional responsibilities during on-site event weekends.

Position Overview

The Administrative Coordinator ensures effective day-to-day office operations, supports financial and payment tracking, manages volunteer and seasonal staff workflows, and plays a key role in coordinating event logistics.

This position is administration-focused with on-site support responsibilities during event season.

Key ResponsibilitiesOffice Administrator

• Maintain office supplies, technology, cleanliness, and organization
• Manage communication including emails, mail, phone calls, and packages
• Support bookkeeping tasks such as expense documentation and basic financial tracking
• Schedule meetings, prepare agendas, and take meeting minutes
• Maintain databases for financial records, personnel, and operational information
• Provide proactive administrative support to internal teams

Financial Coordinator

• Track event income and expenses; maintain organized financial documentation
• Coordinate with the company bookkeeper on expense processing and monthly reports
• Ensure invoices & bills are paid on time and documented
• Uphold confidentiality and accuracy across financial operations

Hiring & Onboarding Coordinator

• Lead recruitment and selection of seasonal staff
• Act as point of contact for staff for HR related issues or inquiries
• Manage onboarding; ensure completion of paperwork and required training
• Maintain employee records, schedules, and payroll-related documentation

Volunteer Coordinator

• Oversee event volunteer recruitment, communication, registration, and scheduling
• Train and onboard volunteer coordinators for event days
• Maintain and improve volunteer management systems

On-Site Event Operations Support

• Oversee general event operations in coordination with the Event Director
• Support beverage operations for designated events
• Coordinate communications for security and janitorial vendors
• Assist with food donation logistics and volunteer management on-site
• Provide general support to ensure smooth event execution

Qualifications

• 1–2 years experience in administrative, operations, or coordination roles
• Strong organizational skills and excellent attention to detail
• Expert with spreadsheets, Google Suite, digital tools, and basic financial workflows
• Clear communicator with the ability to multitask in a fast-paced environment
• Ability to work long hours during certain event weekends (primarily May–September)
• Experience in events, recruiting or volunteer management is a plus, but not required

Schedule & Work Environment

• 30-40 hours/week
• Hybrid: Minimum 4 days/week in the Fremont office
• Weekend work required during event periods
• Full-time commitment needed during event season (April–September)

Physical Requirements: Ability to lift up to 25 lbs and perform on-site physical tasks Accessibility: Office is not wheelchair accessible; accommodations will be provided as needed

Compensation & Benefits

• $26–$31/hour depending on experience
• Event Pay: Additional compensation for on-site work
• Paid Time Off: 10 PTO days per year
• Paid Holidays
• Partial Employer Covered Health Insurance: Medical, dental, and vision coverage
• 401(k) with employer match after 3 years
• Performance-based wage increases available

How to Apply

Please submit your resume and a brief cover letter outlining your administrative experience and interest in supporting large-scale community events.

Job Types: Full-time, Part-time

Pay: $26.00 - $31.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• How many years of experience do you have with Google Suite in a professional setting?
• Describe your experience with HR, including payroll, HR software, staff recruitment, hiring, and interviewing.
• Describe your experience with financial management, including expense reporting, budgets, income tracking or other.

Work Location: Hybrid remote in Seattle, WA 98103