Event Planner Assistant (Bilingual - English & Spanish)

Job#: 3053523

Job Description:

Large Banking Client

Position: Event Planner Assistant (Bilingual - English & Spanish)

Location: Onsite in Miami, FL

Duration: 3+ month contract; Strong potential for extension or full-time conversion

Job Description:

The Event Planner Assistant provides administrative, logistical, and coordination support to the Events team throughout the planning and execution of corporate events, meetings, conferences, and special events. This role assists Event Planners with day-to-day event activities and helps ensure event details, materials, documentation, and logistics are organized and completed on time.

Key Responsibilities

• Assist Event Planners with the planning, coordination, and execution of corporate events, meetings, conferences, and special events.
• Provide logistical support for event-related needs, including venues, catering, transportation, accommodations, audiovisual requirements, and event materials.
• Assist with vendor and supplier communications, including requesting quotes, confirming details and services, following up on deliverables, and maintaining vendor information.
• Maintain and update event timelines, checklists, calendars, guest lists, attendee information, and other planning documents.
• Support attendee management, including invitations, RSVPs, registration, confirmations, and participant communications.
• Assist with event budget administration by organizing quotes, invoices, purchase orders, receipts, and event-related expense documentation.
• Assist with the preparation and organization of event materials, signage, supplies, giveaways, name badges, and shipments.
• Follow up with internal teams and external partners on event-related tasks, information, deliverables, and deadlines as directed by the Event Planner.
• Provide on-site event support, including setup, registration, attendee assistance, vendor check-in and support, materials distribution, and breakdown.
• Assist the Events team with logistical issues, last-minute requests, schedule changes, and other event-related needs before and during events.
• Support post-event activities, including organizing invoices, collecting feedback, maintaining event documentation, and assisting with follow-up activities.
• Maintain organized event records, vendor information, contact lists, event files, and planning
• Provide general administrative and operational support to the Events team as needed.

Must-Have Requirements:

• Minimum 3 years of previous experience in event support, event coordination, hospitality, marketing, administrative support, or a related field
• Bilingual in English/Spanish (written and verbal)
• Strong organizational and time-management skills with excellent attention to detail
• Ability to handle multiple tasks, priorities, and deadlines in a fast-paced environment
• Strong written and verbal communication skills in both English and Spanish
• Professional and service-oriented demeanor when interacting with attendees, vendors, clients, and internal stakeholders
• Proactive, dependable, resourceful, and adaptable when responding to changing priorities and last-minute event needs
• Strong proficiency in Adobe and Microsoft Office particularly with Outlook, Excel, PowerPoint, Survey Monkey and Teams
• Familiarity and experience using AI-powered tools to support productivity, research, and event-related tasks
• Ability to work collaboratively as part of a team, follow direction, and independently complete assigned tasks and responsibilities

Nice-to-Haves:

• Positive and personable attitude, with strong interpersonal skills
• Ability to build positive relationships with colleagues, vendors, attendees, and internal stakeholders

Apex Benefits Overview

Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a retirement plan (401k or local country equivalent) program. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or 844-463-6178.

Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico.

Everforth Apex uses a virtual recruiter as part of the application process. Click here for more details. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Everforth Apex and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://www.apexsystems.com/privacy-policy

Everforth Apex Benefits Overview: Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Everforth Apex team member can provide.

Everforth Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Everforth Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

If you require an accommodation under the Americans with Disabilities Act to participate in an interview with a virtual recruiter or to use our website for a search or application, please contact our Benefits Department at [email protected] or 804-523-8228. Please note that this contact information is strictly to be used for medical ADA accommodations and that no other inquiries will be answered.

UnitedHealthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Everforth Apex Systems.

Employee Type:

Contract

Location:

Miami, FL, US

Job Type:

Date Posted:

September 24, 2026

Pay Range:

$25 - $32 per hour

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