Event Design Assistant

For more than 40 years, West Coast Event Productions has been creating unforgettable events throughout the Pacific Northwest. From elegant weddings and corporate galas to nonprofit fundraisers and community celebrations, our team is known for exceptional creativity, meticulous planning, and an unwavering commitment to delivering remarkable client experiences.

We're looking for an Event Design Assistant to join our growing team.

This is more than an administrative position. It is an opportunity to become an integral part of the creative process by helping transform a client's vision into a beautifully executed event.

Working directly alongside our Head of Design, you'll support every stage of the design and planning process—from preparing proposals and organizing client information to coordinating design selections, maintaining project documentation, and ensuring every detail is communicated accurately throughout the organization.

If you enjoy beautiful design but also love organization, documentation, and keeping multiple projects moving simultaneously, this could be an outstanding opportunity.

What You'll Do

As the Event Design Assistant, you'll become the operational backbone of the design department by ensuring every project remains organized, accurate, and moving forward.

Your responsibilities will include:

Client Support & Communication

• Communicate professionally with clients throughout the planning process.
• Respond to inquiries, coordinate follow-up, schedule appointments, and provide exceptional customer service.
• Build confidence with clients through timely communication and attention to detail.

Design Project Coordination

• Support the Head of Design by coordinating multiple active events simultaneously.
• Track project milestones, client selections, revisions, deadlines, and outstanding action items.
• Help ensure projects remain organized and on schedule from initial consultation through event execution.

Proposal & Contract Development

• Translate design consultations into accurate proposals, contracts, and supporting documentation.
• Maintain detailed records of client selections, revisions, pricing, and event specifications.
• Verify information for completeness and accuracy before documents are finalized.

Creative Support

• Assist in preparing design presentations, mood boards, inspiration boards, floor plans, and client presentation materials.
• Support the creation of polished visual presentations that clearly communicate each event's design vision.
• Help maintain consistency between client expectations and final event execution.

Data Entry & Documentation

• Accurately enter and maintain client information, event details, pricing, inventory selections, contracts, and communications.
• Organize digital files and project documentation so information is accessible, current, and accurate.
• Maintain exceptional attention to detail across every project.

Cross-Department Coordination

• Work closely with warehouse, operations, sales, vendors, and production teams.
• Ensure design specifications and client requests are communicated clearly throughout the organization.
• Help eliminate confusion by maintaining accurate project documentation.

Problem Solving

• Identify missing information, inconsistencies, scheduling conflicts, or potential issues before they impact the client.
• Proactively communicate concerns and assist in developing practical solutions.

Administrative Support

• Schedule meetings and appointments.
• Organize project files and client records.
• Prepare reports, project updates, and supporting documentation.
• Assist with additional administrative responsibilities as needed.

What We're Looking For

The ideal candidate enjoys both creativity and organization. You appreciate beautiful design, but you're equally energized by keeping projects organized and making sure every detail is executed accurately.

You'll likely be successful if you:

• Take ownership of your work and consistently follow through.
• Are highly organized and naturally detail-oriented.
• Enjoy managing multiple projects simultaneously.
• Communicate clearly and professionally with clients and coworkers.
• Ask thoughtful questions to ensure accuracy.
• Stay calm when priorities shift or unexpected challenges arise.
• Balance creativity with practical execution.
• Thrive in an environment where collaboration, accountability, and quality matter.

Qualifications

• Experience in event planning, event design, hospitality, interior design, visual merchandising, graphic design, marketing, or another related creative field preferred.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Exceptional attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Experience preparing proposals, contracts, presentations, or project documentation.
• Proficient with Microsoft Word, Excel, Outlook, and PowerPoint.
• Working knowledge of Adobe Creative Suite, including Illustrator and Photoshop. Experience with InDesign or Canva is a plus.
• Comfortable learning new software and technology.
• Resourceful problem solver who communicates proactively.
• Ability to work independently while collaborating effectively with a team.
• Ability to type accurately while managing a high volume of proposals, contracts, and documentation.

What You Should Know

West Coast Event Productions is a fast-paced environment where client expectations are high and priorities can change quickly. Communication is direct, collaboration is essential, and every team member is expected to take ownership of their work.

The people who thrive here are adaptable, resilient, highly organized, and enjoy working alongside others to create exceptional client experiences.

Pay: $22.00 - $23.00 per hour

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Application Question(s):

• What is your typing speed?

Experience:

• creative field : 3 years (Preferred)

Work Location: In person

Salary : $22 - $23