Job Description

Job Title : Event Assistant

Job Location : Philadelphia, PA

Job Type : Full-time

Job Overview :

We are seeking an enthusiastic and detail-oriented Event Assistant to support the planning and execution of various events. The ideal candidate will be organized, proactive, and capable of multitasking in a fast-paced environment. As an Event Assistant, you will work closely with the Event Manager and other team members to ensure the success of both small and large-scale events.

Key Responsibilities :

• Vendor Liaison : Communicate with vendors for services such as catering, rentals, entertainment, and decor. Help with the negotiation of contracts and ensuring all needs are met.
• Logistics Coordination : Manage event logistics, such as venue setup, transportation, and scheduling. Ensure all materials and equipment are in place before the event.
• On-site Support : Provide on-site assistance during events, including registration, guest management, troubleshooting, and overseeing event timelines.
• Communication : Serve as a point of contact for guests, vendors, and team members before and during events. Maintain professional and clear communication.
• Administrative Tasks : Perform tasks such as creating schedules, making phone calls, organizing documents, and preparing reports after each event.
• Post-Event Follow-Up : Assist in gathering feedback, creating post-event reports, and managing any post-event requirements like billing or sending thank-you notes.

Qualifications :

• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Ability to work under pressure and handle multiple tasks simultaneously
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and event management software (e.g., Cvent, Eventbrite) is a plus
• Willingness to work flexible

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