Assistant Event Planner

The Temporary Event Planner Assistant provides administrative, logistical, and coordination support to the Events team throughout the planning and execution of corporate events, meetings, conferences, and special events. This role assists Event Planners with day-to-day event activities and helps ensure event details, materials, documentation, and logistics are organized and completed on time.

Key Responsibilities

Assist Event Planners with the planning, coordination, and execution of corporate events, meetings, conferences, and special events.Provide logistical support for event-related needs, including venues, catering, transportation, accommodations, audiovisual requirements, and event materials.Assist with vendor and supplier communications, including requesting quotes, confirming details and services, following up on deliverables, and maintaining vendor information.Maintain and update event timelines, checklists, calendars, guest lists, attendee information, and other planning documents.Support attendee management, including invitations, RSVPs, registration, confirmations, and participant communications.Assist with event budget administration by organizing quotes, invoices, purchase orders, receipts, and event-related expense documentation.Assist with the preparation and organization of event materials, signage, supplies, giveaways, name badges, and shipments.Follow up with internal teams and external partners on event-related tasks, information, deliverables, and deadlines as directed by the Event Planner.Provide on-site event support, including setup, registration, attendee assistance, vendor check-in and support, materials distribution, and breakdown.Assist the Events team with logistical issues, last-minute requests, schedule changes, and other event-related needs before and during events.Support post-event activities, including organizing invoices, collecting feedback, maintaining event documentation, and assisting with follow-up activities.Maintain organized event records, vendor information, contact lists, event files, and planningProvide general administrative and operational support to the Events team as needed.Must-Have Requirements:

Minimum 3 years of previous experience in event support, event coordination, hospitality, marketing, administrative support, or a related fieldBilingual in English/Spanish (written and verbal)Strong organizational and time-management skills with excellent attention to detailAbility to handle multiple tasks, priorities, and deadlines in a fast-paced environmentStrong written and verbal communication skills in both English and SpanishProfessional and service-oriented demeanor when interacting with attendees, vendors, clients, and internal stakeholdersProactive, dependable, resourceful, and adaptable when responding to changing priorities and last-minute event needsStrong proficiency in Adobe and Microsoft Office particularly with Outlook, Excel, PowerPoint, Survey Monkey and TeamsFamiliarity and experience using AI-powered tools to support productivity, research, and event-related tasksAbility to work collaboratively as part of a team, follow direction, and independently complete assigned tasks and responsibilitiesNice-to-Haves:

Positive and personable attitude, with strong interpersonal skillsAbility to build positive relationships with colleagues, vendors, attendees, and internal stakeholders