EventSpell is a full-service Luxury Wedding/Event Planning, Design & Production company serving clients in Orange County, Los Angeles, San Diego and Southern California as well as destination locations.
Job Description: Administrative Assistant for Event Planner
Position: Administrative Assistant
Department: Event Planning
Reports to: Event Planner or Event Manager
Job Summary:
The Administrative Assistant for Event Planner provides essential support to the event planning team by handling administrative tasks and ensuring efficient operations. They assist in the planning and execution of events, maintain records, manage communication, and provide general administrative support. The Administrative Assistant plays a key role in helping the event planning team deliver successful events and maintain high levels of client satisfaction.
Responsibilities:
1. Administrative Support:
- Assist in scheduling appointments, meetings, and event-related activities for the event planner.
- Maintain and update event planning calendars, ensuring accuracy and timeliness.
- Prepare and distribute event-related correspondence, including emails, memos, and letters.
- Maintain files and records, both physical and electronic, ensuring proper organization and confidentiality.
- Handle general office administrative tasks, such as ordering supplies, managing office equipment, and handling incoming and outgoing mail.
2. Communication and Correspondence:
- Serve as a point of contact for event inquiries and provide prompt and professional responses.
- Liaise with clients, vendors, and internal team members to gather necessary information and coordinate logistics.
- Manage event-related documentation, contracts, and agreements, ensuring accuracy and timely execution.
- Prepare and distribute event-related materials, such as agendas, itineraries, and reports.
3. Data Management:
- Maintain accurate event-related databases, including guest lists, contact lists, and RSVPs.
- Assist in generating reports and analyzing event data for evaluation and improvement purposes.
- Conduct research, gather data, and compile information relevant to event planning and execution.
4. Event Logistics Support:
- Assist in venue research, selection, and booking for events.
- Coordinate with vendors and suppliers to ensure timely delivery of event materials and services.
- Assist in managing event budgets, tracking expenses, and processing invoices.
- Support event setup, breakdown, and on-site coordination as needed.
5. Team Collaboration:
- Collaborate with the event planning team to ensure smooth workflow and efficient coordination.
- Participate in team meetings and contribute ideas and suggestions to enhance event planning processes.
- Provide assistance and support to other team members as required.
Qualifications and Skills:
- High school diploma or equivalent; additional education or certification in event management or administration is a plus.
- Proven experience as an administrative assistant or in a similar role.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficient in using office productivity software, such as Microsoft Office suite and calendar management tools.
- Attention to detail and ability to handle multiple tasks simultaneously.
- Customer service-oriented with a professional and friendly demeanor.
- Flexibility to adapt to changing priorities and work effectively in a fast-paced environment.
This job description outlines the general responsibilities and qualifications for the Administrative Assistant for Event Planner role. It is not an exhaustive list, and additional tasks may be assigned by the Event Planner or department head. The Administrative Assistant may be required to work occasional evenings, weekends, or holidays to support event-related activities.
Job Types: Full-time, Part-time
Pay: $18.00 - $20.00 per hour
Schedule:
- 8 hour shift
Work Location: Hybrid remote in Aliso Viejo, CA 92656
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