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 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 and Spanish required. Weekend availability required for events. Event or corporate environment experience strongly preferred. Passion for delivering high-quality service and professional experience.