Event Assistant

Role Description

The Event Assistant plays a crucial role in supporting the planning, coordination, and execution of events, ensuring that every detail runs smoothly and efficiently. This role involves providing hands-on support to the event planning team, managing logistics, assisting with the setup and breakdown of events, and ensuring that all event activities are executed according to plan. The Event Assistant helps create memorable and seamless event experiences for clients, guests, and attendees.

Core responsibilities include assisting with event preparation, including venue selection, vendor coordination, and material preparation. The Event Assistant works closely with the event coordinator or manager to ensure that all event timelines are adhered to, ensuring everything is in place on time, from guest lists and signage to catering and equipment. They may also assist with managing registrations, organizing guest services, and overseeing event-related documentation.

During the event, the Event Assistant plays an active role in coordinating event activities, managing guest expectations, ensuring smooth communication between event staff, and troubleshooting any issues that may arise. They are responsible for ensuring that all guests receive an excellent experience and that the event’s logistical needs are addressed in real time. After the event, the Event Assistant may be involved in debriefing, event breakdown, and evaluating the event’s success.

The ideal candidate for this role is highly organized, detail-oriented, and able to handle multiple tasks in a fast-paced environment. They should be proactive, a problem solver, and capable of adapting to changing situations while maintaining a calm and professional demeanor. The Event Assistant is an essential part of the event team, supporting the creation of successful events that meet or exceed client expectations.

Qualifications

• Strong organizational skills with the ability to manage multiple tasks and priorities under tight timelines.
• Excellent communication skills, both written and verbal, for interacting with clients, vendors, and event staff.
• Ability to manage event logistics, including coordinating guest lists, schedules, and vendor communications.
• Ability to handle various aspects of event setup and breakdown, including managing equipment, supplies, and décor.
• Proficiency with event management tools, spreadsheets, and office software (e.g., Microsoft Office, Google Workspace).
• Ability to troubleshoot issues quickly and effectively during events to ensure a seamless experience.
• Detail-oriented with the ability to spot small details that may affect the success of an event.
• Ability to work collaboratively with team members and external vendors to ensure smooth event execution.
• Flexibility to work evenings, weekends, or holidays as needed, depending on event schedules.
• A proactive attitude with a strong commitment to delivering excellent customer service.
• Experience with event coordination or hospitality (desirable but not required).