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.

Employment type
Part-Time

Work arrangement
No