Event Logistics & Executive Assistant

Event Logistics & Executive Assistant

There’s a special kind of person who feels a deep sense of satisfaction when everything runs exactly as it should, when the timeline holds, the details line up, and the whole machine hums without a single hiccup. If that’s you, keep reading. This role was built for you.

We are a Dallas–Fort Worth–based, faith-driven organization that produces live events, tours, and speaking engagements for a nationally recognized Christian speaker and entertainer. Our work exists to encourage and uplift audiences through comedy, storytelling, and ministry and behind every unforgettable night is someone who made sure every moving piece was exactly where it needed to be.

That someone is you.

We’re hiring an Event Logistics & Executive Assistant to keep the Founder’s world running smoothly and to make sure every live event, tour stop, and speaking engagement operates flawlessly. This is the steady, trusted seat at the center of it all.

This is a hands-on execution role. Roughly 65% Event Logistics & Tour Execution and 35% Executive Support. You won't be asked to invent the production plan or the run of show. Your gift is something rarer: you take a plan and execute it with precision, catching every detail, closing every loop, and making excellence look effortless. You are the reason nothing falls through the cracks.

Executive Support (Approx. 1/3) — as Executive Assistant to the Founder

You'll be the calm, organized force that protects the Founder's time and keeps his world in perfect order:

• Manage the executive calendar and scheduling with airtight accuracy
• Coordinate travel itineraries and accommodations down to the last detail
• Book flights, hotels, rental cars, and transportation
• Prepare polished meeting agendas and supporting documents
• Coordinate internal and external meetings
• Track every action item and follow-up commitment to completion
• Manage confidential information with discretion and care
• Coordinate with the leadership team on priorities
• Protect the executive's time and focus so he can do what he does best

Event Logistics (Approx. 2/3)

This is where your love of checklists, timelines, and getting-it-right truly shines.

Pre-Production... set the stage for a flawless event

• Coordinate venue logistics
• Confirm hotels and transportation
• Coordinate shipping and receiving of event materials
• Build detailed, can't-miss travel itineraries
• Confirm vendors and venue contacts
• Ensure merchandise arrives on time, every time
• Prepare clear, organized event logistics documents
• Coordinate volunteer communication
• Confirm staffing assignments

On-Site Execution... the moment it all comes together

• Travel with the team and bring the plan to life
• Execute the existing production plan with precision
• Follow the run of show
• Coordinate backstage logistics
• Manage volunteer check-in and assignments
• Oversee merchandise table setup and operations
• Troubleshoot logistical issues in real time — calmly and confidently
• Coordinate with venue staff and production partners
• Ensure every event asset is in place before doors open

Post-Event... close the loop with excellence

• Coordinate load-out
• Track inventory
• Process event reports
• Capture lessons learned
• Ensure materials return appropriately
• Support expense reconciliation

What Success Looks Like

This is the part you’ll love because for you, this isn't a wish list. It’s a way of life.

• Events begin right on time
• Travel runs without a single surprise
• Volunteers know exactly where to be and what to do
• The merchandise table is set up perfectly, every single time
• The Founder stays fully focused on speaking and ministry — never logistics
• Problems are quietly solved before anyone even knows they existed

When you do this job well, no one sees the hundred things you handled; they just feel how smoothly everything went. And you'll go home knowing you made it happen.

Who You Are

You're not just organized; you’re wired for order. You find genuine peace in a well-built system and real pride in work done accurately. You’re the person who:

• Lives for organization and structure
• Is extraordinarily detail-oriented — nothing escapes your eye
• Stays calm, steady, and grounded under pressure
• Juggles multiple priorities without dropping a single one
• Communicates clearly and professionally, in writing and in person
• Loves the rhythm of travel and live events
• Is process-minded with relentless follow-through
• Anticipates needs before anyone has to ask

If checklists make you happy, accuracy makes you proud, and a steady, dependable role where you’re truly valued sounds like home we’d love to meet you.

Experience

• 3–5+ years in executive support, event logistics, or tour operations
• Experience coordinating travel and complex calendars
• Experience supporting live events
• Familiarity with project management software
• Comfortable working flexible hours