What are the responsibilities and job description for the Adminstrative Assistant / Associate Event Planner position at Events by Andre Wells?
Job Description
An Administrative Assistant/Associate Planner to a sought-after event planner acts as a high-level strategic partner, managing complex calendars, vendor communications, and on-site logistics. They ensure seamless operations by acting as a gatekeeper, handling client correspondence, and producing detailed timelines for high-profile events.
Key Responsibilities- Calendar & Communication Management: Managing complex scheduling, prioritizing urgent items, and acting as the primary point of contact for clients, vendors, and high-profile guests.
- Event Coordination & Logistics: Assisting in event strategy, sourcing venues, coordinating vendor contracts (catering, AV, transportation), and producing run-of-show timelines.
- On-Site Support: Overseeing event set-up, tear-down, and day-of troubleshooting.
- Administrative & Financial Tasks: Managing expenses, handling bookkeeping, preparing reports/presentations, and maintaining contact databases.
- Travel Management: Arranging intricate travel logistics and itineraries.
- Experience: 3-5 years of experience in an AA role or as an associate planner, ideally supporting senior leaders or within the events industry.
- Technology Proficiency: Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software**,** such as Asana or Trello.
- Professionalism: Exceptional communication skills and the ability to maintain discretion and confidentiality.
- Adaptability: Highly organized, proactive, and capable of working independently in a fast-paced environment.