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Responsibilities
Executive Assistant (Event Coordination)
Job Type: Part-Time (with the opportunity to transition to Full-Time).
Schedule: Monday–Friday.
Position Overview:
- We are looking for a highly organized and proactive Executive Assistant with strong event coordination experience to support company leadership.
- This role is responsible for managing executive schedules, coordinating meetings, planning and executing events, and ensuring projects are completed efficiently.
- The ideal candidate is detail-oriented, resourceful, and thrives in a fast-paced environment.
Executive Support:
- Manage the executive's calendar, appointments, and daily priorities.
- Coordinate meetings with clients, vendors, and business partners.
- Manage and prioritize email communications and client correspondence.
- Track action items, deadlines, and follow-ups to ensure projects stay on schedule.
- Prepare proposals, presentations, contracts, invoices, and other business documents.
Event Coordination:
- Assist in planning and coordinating special events from booking through event completion.
- Coordinate with venues, vendors, and event partners to ensure seamless event execution.
- Develop and manage event timelines, checklists, and logistics.
- Schedule client consultations, planning meetings, venue walkthroughs, and rehearsals.
- Provide on-site event support by overseeing vendors, troubleshooting issues, and ensuring an exceptional client experience.
Administrative Support:
- Maintain organized client files, contracts, event documentation, and digital records.
- Assist with CRM updates, lead management, and client follow-ups.
- Support social media management by scheduling content and maintaining brand consistency.
- Assist with invoicing, expense tracking, and general office administration.
- Perform additional administrative and operational tasks as assigned to support business growth.
Qualifications:
- 2+ years of experience as an Executive Assistant, Administrative Assistant, Event Coordinator, or in a similar support role.
- Proven experience coordinating events or client-facing projects from planning through execution.
- Experience using a CRM system; HoneyBook experience is strongly preferred.
- Excellent written and verbal English communication skills.
- Strong organizational and time management skills with exceptional attention to detail.
- Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
- Professional, proactive, and highly discreet when handling confidential information.
Preferred Qualifications:
- Experience supporting a business owner or executive in the events, hospitality, or wedding industry.
- Hands-on experience using HoneyBook CRM, including workflows, automations, contracts, invoices, scheduling, and client communication.
- Background in event planning, marketing, client relations, or project coordination.
- Experience working with vendors, venues, and client communications.
- Experience with social media management and marketing.
- A customer-focused mindset with excellent problem-solving and relationship-building skills.
Success in This Role:
- Events are planned and executed seamlessly, on time, and exceed client expectations.
- The executive's schedule, communications, and priorities are managed efficiently.
- Clients, vendors, and partners receive timely, professional, and proactive communication.
- Administrative processes, documentation, and event planning remain organized and accurate.
- The business operates smoothly, allowing the executive to focus on business growth, client relationships, and delivering exceptional events.
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