Event Coordinator's Assistant

Job Title: Event Coordinator's Assistant

Position Summary

The Coordinator's Assistant provides administrative and operational support to the Event Coordinator to ensure events are planned, organized, and executed successfully. This role assists with client communication, event logistics, vendor coordination, setup and breakdown, and day-of event support while delivering exceptional customer service.

Key Responsibilities

Administrative Support

• Assist with event planning and coordination from inquiry through completion.
• Prepare proposals, contracts, invoices, and event paperwork.
• Maintain event calendars and scheduling.
• Respond to client emails and phone calls in a timely and professional manner.
• Organize event files and maintain accurate records in CRM or event management software.

Event Planning

• Assist with venue tours and client meetings.
• Coordinate timelines, floor plans, and event details.
• Confirm vendors, rentals, catering, entertainment, and staffing.
• Ensure all event documents are complete and distributed to the appropriate departments.

Event Operations

• Assist with event setup, décor placement, and room preparation.
• Support the coordinator during events by managing timelines and resolving issues as they arise.
• Welcome clients, vendors, and guests upon arrival.
• Monitor event flow to ensure a positive guest experience.
• Assist with event breakdown and inventory management.

Customer Service

• Provide exceptional service to clients before, during, and after events.
• Address client requests professionally and efficiently.
• Follow up after events to ensure customer satisfaction.

General Duties

• Maintain cleanliness and organization of event storage areas.
• Assist with marketing events and member activities as needed.
• Support other departments during busy periods.
• Perform additional duties as assigned.

Qualifications

• High school diploma required; associate or bachelor's degree preferred.
• 1-2 years of experience in hospitality, events, customer service, or administrative support preferred.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office and Google Workspace.
• Experience with Planning Pod is a plus
• Ability to work evenings, weekends, and holidays as required.
• Ability to lift up to 40 pounds and remain on your feet for extended periods.

Skills

• Outstanding customer service
• Strong attention to detail
• Excellent time management
• Problem-solving mindset
• Team player with a positive attitude
• Ability to thrive in a fast-paced environment

Physical Requirements

• Frequent walking, standing, bending, and lifting.
• Ability to assist with event setup and breakdown.
• Comfortable working both indoors and outdoors.
• Ability to lift or carry heavy items

What Success Looks Like

• Events are organized, well-executed, and on schedule.
• Clients receive exceptional service and communication.
• Event materials and spaces are prepared accurately and efficiently.
• Coordinators can focus on managing clients because logistical and administrative tasks are handled effectively.
• The team works collaboratively to create memorable experiences for members and guests.

This position is ideal for someone who enjoys working with people, thrives in a fast-paced environment, and wants to build a career in event planning and hospitality.