Job Description

Job Description: Assistant Event Coordinator

Position Overview:
The Assistant Event Coordinator will support the Event Coordinator and broader event planning team in the successful execution of events, ensuring they run smoothly, on time, and within budget. This role involves organizing logistics, liaising with vendors, and assisting in the on-site coordination of events. The ideal candidate is highly organized, detail-oriented, and thrives in fast-paced environments.

Key Responsibilities:

• Event Planning & Coordination:
  
  • Assist in the planning and execution of events, including corporate meetings, weddings, fundraisers, trade shows, and other gatherings.
  • Support the development of event timelines, schedules, and checklists.
  • Collaborate with the Event Coordinator to determine event objectives, themes, and logistics.
• Vendor & Stakeholder Communication:
  
  • Communicate with vendors, venues, caterers, and other service providers to confirm bookings and ensure timely delivery of services.
  • Serve as a point of contact for clients, addressing their inquiries and concerns.
• Logistics & Administration:
  
  • Manage inventory of event supplies and materials, ensuring availability and proper organization.
  • Assist with budget tracking, including invoicing, payment processing, and expense reporting.
  • Oversee guest registration, RSVP tracking, and seating arrangements.
• On-Site Event Management:
  
  • Support the setup and teardown of event spaces, including decorations, signage, and equipment.
  • Monitor the event flow, troubleshoot issues, and provide support to the event staff.
  • Ensure adherence to safety and compliance regulations during events.

Qualifications:

• Strong organizational and time-management skills with the ability to multitask.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and event management software (e.g., Cvent, Eventbrite, or similar).

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