Executive Assistant

Our client is seeking a highly organized, resourceful Executive Assistant to provide top-tier administrative and event support to our leadership team. This full-time role is ideal for a proactive professional who thrives in a fast-paced, detail-driven environment and is passionate about events. You will manage day-to-day executive support while playing a key role in the planning and execution of company events, including conferences, offsites, client activations, and internal gatherings. Experience with weddings, social, and corporate events is a strong plus.

Key Responsibilities

• Administrative Support: Manage complex executive calendars; coordinate and confirm meetings; screen and prioritize calls and emails; prepare presentations, decks, and reports; handle expense reports; and organize and maintain digital files and documentation.
• Event Logistics: Coordinate all logistical aspects of events, including venue research and booking, catering, audiovisual needs, rooming lists, transportation, and attendee registration, travel, and accommodations.
• Vendor Management: Source and evaluate vendors; negotiate pricing and contracts; track deliverables; and maintain strong, professional relationships with venues, caterers, AV providers, décor partners, and other event suppliers.
• Budget Management: Assist with building and tracking event budgets; monitor expenses; process invoices and payments; reconcile costs post-event; and identify opportunities to improve efficiency and cost-effectiveness without sacrificing quality.
• Communication: Serve as a liaison between executives, internal teams, clients, and external partners; draft and manage professional correspondence; coordinate information flow; and ensure stakeholders are kept informed and aligned on timelines and expectations.
• On-Site Support: Provide hands-on support at events, overseeing run-of-show details; assist with managing speakers, VIPs, and staff; ensure presentations and materials are prepared; troubleshoot issues in real time; and maintain a polished, guest-focused presence.
• Project Coordination: Support the planning process from concept to wrap-up, including timelines, task lists, and project documentation; track milestones and deadlines; assist with post-event reporting, feedback collection, and debriefs.

Essential Skills & Qualifications

• Exceptional organization, time management, and multitasking abilities with meticulous attention to detail.
• Strong verbal and written communication skills, with a professional and polished client-facing demeanor.
• High level of discretion, integrity, and ability to handle confidential information.
• Proficiency with calendar/scheduling tools, presentation software (e.g., PowerPoint/Keynote), and event platforms or registration tools.
• Comfort working in a fast-paced, deadline-driven environment with shifting priorities.
• Previous experience in events (weddings, social, and/or corporate) or at an event/creative agency is preferred.

Work Environment

• Office-based role with frequent collaboration across teams and departments.
• Requires flexibility to work extended hours, including nights and weekends, especially during peak event periods and on event days.
• On-site presence at events, which may require standing for extended periods and light physical activity related to event setup and support.