Administrative Assistant

About Us

plan A events is a boutique event planning agency producing complex, high-touch corporate programs, VIP gatherings, and curated group travel experiences. We are a small, but mighty team looking for an exceptionally reliable, detail-oriented Administrative Assistant to support our events, trips and internal operations.

What You’ll Do

Administrative & Operational Support

• Manage day-to-day administrative tasks, internal scheduling and expense reports
• Source event needs – speaker gifts, materials, printing
• Process vendor invoices, payments, and staff expenses in Concur
• Maintain organized cloud-based filing systems for contracts, budgets, and event materials

Registration & Event Support

• Pull and clean event registration lists
• Update Cvent event websites: agendas, speakers, attendee records, and form settings
• Build and distribute hotel rooming lists; follow up on missing attendee information
• Assist with onsite signage, interfacing with graphic designer and printer

Travel Coordination

• Coordinate flights, hotel bookings, ground transportation, and itineraries for staff
• Support additional guest or vendor travel needs on an as-needed basis

Event Prep (In-Office)

• Assist with packing and shipping event materials
• Prepare check-in documents, labels, vendor instructions, and internal briefs
• Occasional onsite support may be requested, though travel is not part of this role

What You Bring

• Experience with Cvent and Concur (very helpful)
• Strong proficiency in Google Workspace, Microsoft Office and especially Excel
• Excellent written communication and proofreading skills
• Exceptional attention to detail and comfort juggling many moving parts
• Ability to stay calm, organized, and accurate with a lot of incoming information
• Professional, proactive, team-oriented attitude

Compensation

• Salary: DOE
• Contract length: 6 months (possibility of extension)

Work Location

• Fully in-office — Beverly Hills, CA