Executive Assistant & Event Coordinator

Luxury Guide USA & Luxury Network

Location: South Florida (Hybrid: Work from Home In-Person Events)

Schedule: Part-Time (with opportunity to go Full-Time)

Luxury Guide USA and Luxury Network are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Operations Coordinator to support our growing portfolio of luxury networking events, designer programs, media initiatives, client activations, and day-to-day business operations.

This role is ideal for someone who enjoys being the person who keeps everything moving behind the scenes. The successful candidate will help coordinate events, projects, manage timelines, support leadership, oversee administrative processes, and ensure client deliverables are executed efficiently and professionally.

Administrative & Operations Support

• Manage executive calendars, appointments, scheduling, and meeting coordination
• Coordinate scheduling for Shop the Showroom™ video productions, interviews, meetings, and other company initiatives
• Assist with sales support activities including prospect research, pipeline management, meeting scheduling, proposal preparation, and contract coordination
• Support client onboarding and ensure all contracted deliverables are properly tracked, scheduled, and fulfilled
• Maintain Airtable, CRM databases, Google Workspace, and project management systems
• Liaise with internal and external teams including social media, website, design, editorial, video production, and event vendors to ensure deadlines and deliverables are met
• Assist with client communications, designer relations, and customer service inquiries
• Track project progress and proactively identify outstanding action items
• Provide general executive, administrative, and operational support to leadership

Event & Program Coordination

• Coordinate logistics for networking events, showroom tours, educational programs, luncheons, mixers, award programs, and special activations
• Assist with venue, vendor, sponsor, designer, and attendee communications
• Prepare invitations, RSVP tracking, attendee lists, name badges, seating charts, event materials, and follow-up communications
• Coordinate event collateral including invitations, flyers, signage, presentations, step-and-repeats, and promotional materials
• Maintain event calendars, timelines, checklists, budgets, and internal tracking systems
• Research prospective attendees and assist with the recruitment of targeted VIP guests, industry professionals, and strategic partners
• Handle on-site event execution and logistics

Qualifications

• 2–5 years of experience in executive assistance, project coordination, event management, operations, marketing, nonprofit organizations, chambers of commerce, hospitality, or related fields
• Exceptional organizational skills with strong attention to detail
• Ability to manage multiple projects, priorities, deadlines, and moving parts simultaneously
• Strong written and verbal communication skills
• Professional, polished, and comfortable interacting with luxury brands, business owners, sponsors, and industry professionals
• Comfortable making phone calls and communicating with clients, vendors, and event attendees
• Self-starter with the ability to work independently and take ownership of projects
• Strong follow-through and problem-solving abilities
• Experience with Airtable, Google Workspace, Canva, CRM systems, project management platforms, or similar tools is preferred
• Must be based in South Florida and available to attend in-person meetings and events
• Must enjoy working with people and be comfortable attending networking events, welcoming guests, facilitating introductions, and representing the company professionally in public settings.

Then structure the job description as:  

Administrative & Operations Support (50%)

• Calendars
• Scheduling
• CRM
• Airtable
• Client onboarding
• Deliverables tracking

Event & Program Coordination (50%)

• Event logistics
• RSVP management
• VIP recruitment
• Vendor coordination
• Event materials
• Showroom tours
• Luncheons and mixers

What Success Looks Like

• Leadership can focus on growth and business development rather than administrative follow-up
• Events run smoothly and professionally
• Client deliverables are tracked and fulfilled on time
• Projects stay organized and moving forward
• Team members, clients, and partners receive timely communication, updates, and support

This is an exciting opportunity for someone who enjoys organization, events, relationship management, and being an integral part of a growing luxury lifestyle media and networking company.

To apply, please submit your resume along with a brief note outlining your relevant experience in event coordination, project management, executive assistance, or business operations to

Info@LuxuryGuideUSA.com