We are seeking a highly organized, dependable, and detail-oriented Administrative Events Specialist to join our team. This role is administratively focused, with responsibility for coordinating and supporting a wide range of internal and external events on behalf of the President and CEO. The ideal candidate is a strong administrator, someone who thrives on organization, follow-through, documentation, and process, while also bringing creativity and composure to event execution.
This position plays a critical role in ensuring seamless planning, coordination, execution, and post-event evaluation, while also providing ongoing administrative support across executive and cross-functional initiatives.
Key Responsibilities
Administrative & Operational Support
- Provide comprehensive administrative support to the Executive Assistant, including document management, scheduling, meeting coordination, and report preparation
- Maintain accurate records, files, timelines, budgets, and event documentation
- Track approvals, deadlines, and workflows to ensure timely completion of tasks
- Manage vendor contracts, invoices, and expense reconciliation related to events
- Maintain organized inventories for event supplies, materials, and décor
- Support administrative projects and initiatives
- Handle sensitive information with professionalism and discretion
Event Coordination & Logistics
- Plan, organize, and execute multiple internal and external events, sometimes concurrently, with a strong emphasis on logistics and execution
- Develop event timelines, budgets, layouts, and run-of-show documents
- Coordinate vendors, venues, catering, décor, and equipment
- Oversee event setup, execution, and breakdown, remaining calm and solutions-focused under pressure
- Capture event highlights for internal communications and social media
- Conduct post-event evaluations and provide summaries, documentation, and recommendations
Communication & Collaboration
- Serve as a professional point of contact for vendors, employees, and stakeholders
- Communicate clearly and effectively before, during, and after events
- Collaborate with leadership, marketing, and operations teams to ensure alignment and successful outcomes
Qualifications & Requirements
- Three (3) or more years of experience in an administrative, event coordination, marketing assistant, or similar support role
- Strong administrative skillset with exceptional organization, documentation, and follow-through
- Proven ability to manage multiple priorities and deadlines simultaneously
- Excellent written and verbal communication skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Experience with Canva or similar design tools is a plus
- Strong attention to detail and ability to maintain confidentiality
- Bilingual in English/Spanish required
- Weekend availability required for events
- Event or corporate environment experience strongly preferred
- Passion for delivering high-quality service and professional experience