Part-Time Associate Event Planner

Part-Time Associate Event Planner

Location: Rochester, NY area · Hybrid
Pay: Starting at $28 per hour, depending on experience
Hours: Approximately 15–20 hours per week, with additional hours during event weeks

About the role

Verve Event Co. is seeking an experienced Associate Event Planner to take ownership of assigned parts of our full-service wedding planning work. This is an ongoing part-time role for someone who enjoys being deeply involved in a small number of complex events and wants to build a long-term working relationship with our team. We expect the position to remain part-time.

You’ll maintain planning documents, manage assigned follow-ups with clients and vendors, track decisions and deadlines, and help prepare events for execution. We’re looking for someone who notices a missing detail, determines the next step, and communicates it clearly without waiting to be prompted.

About Verve Event Co.

Verve Event Co. is a wedding planning and design company based in Rochester, New York, serving couples throughout Upstate New York and beyond. We plan and produce thoughtful, highly personalized celebrations with a focus on hospitality, clear communication, and careful execution.

We’re a small team with high standards. The person in this role will work closely with our lead planner and play a meaningful part in both the planning process and the event experience.

What you’ll do:

Maintain event timelines, schedules, budgets, spreadsheets, and other planning documents.
Track decisions, deadlines, and action items in our project management system.
Manage assigned communication and follow-ups with clients and vendors.
Track vendor contracts, payment deadlines, and logistical details; flag gaps or conflicts for the lead planner.
Create and update client presentations, design documents, signage drafts, and other planning materials in Canva, following Verve’s direction and established templates.
Attend selected client meetings and venue walkthroughs, virtually and in person.
Prepare for and assist with event-day logistics, setup, vendor coordination, and on-site execution.
Help improve the systems and processes we use to organize our events.

What you’ll bring:

At least two years of professional experience in wedding or event planning, venue or catering event management, or a closely related role with direct responsibility for event details and deadlines.
Experience coordinating with vendors and maintaining accurate planning documents.
Strong written communication and sound judgment about what to handle independently and what to bring to the lead planner.
The ability to manage several deadlines, follow through on commitments, and catch details before they become problems.
Working proficiency with Canva and Google Workspace.
Comfort using Asana, Trello, or a similar project management platform, or the ability to learn one quickly.
Availability for agreed weekday work blocks and scheduled event dates, including select Thursdays, Fridays, and weekends.
The ability to travel to event sites and stand or walk for extended periods on event days.

Schedule and Compensation

This role averages approximately 15–20 hours per week. Most planning work takes place between 9 a.m. and 4 p.m., Monday through Friday, during agreed work blocks. Event weeks require additional hours, including on-site work and occasional travel. We’ll discuss the expected event calendar and travel requirements during the hiring process.

The position combines remote planning work with in-person meetings and events in the Rochester area and other event locations. Pay is $28–$32 per hour, depending on experience and the responsibilities the candidate is ready to take on.

How to apply:

Please complete both steps:

Submit the online application.
Email your résumé and a cover letter about your relevant event experience and interest in a long-term part-time role to [email protected]. Use the subject line “Associate Event Planner Application – [Your Name].” In your letter, tell us about event planning work you’ve owned, how you keep complex details organized, and why an ongoing part-time role interests you.

Please write your cover letter and application responses in your own words. We use them to assess your communication skills and judgment. Applications with AI-generated cover letters or responses will not be considered. Spelling and grammar tools are fine.

Applicants who do not complete both steps will not be considered.

Pay: $28.00 - $32.00 per hour

Expected hours: 15.0 – 20.0 per week

Benefits:

Flexible schedule

Experience:

hospitality or event planning: 2 years (Required)

Work Location: Hybrid remote in Victor, NY 14564