Events Assistant

Job title: Events Assistant
Contract type: Freelance
Location: Irvine
Discipline: Creative
Remote: No
Reference: 426428
Contact name: Lauren Cervantes
Job Published: January 01, 1970

Job description

Our client, who is a leading Health & Wellness brand is looking to bring on an Events Assistant to their team. This would be a 3-month contract to hire opportunity.


What you’ll be doing:

•            Serve as the main event contact for National Vice Presidents responsibilities includes, but not limited to drafting detailed and clear communications, managing event hotel reservations, travel arrangements, and event reimbursements.

•            Hotel & Travel Coordination

o            Organize event hotel bookings for executives, staff, vendors, and speakers.

o            Assist with creating travel profiles, flight parameters and travel forms. Collaborate with global travel agency partners to ensure flights are properly booked and flight manifests/reports are up to date and accurate.

o            Arrange ground transfers as needed (obtain transportation manifests from travel agencies and customize them for the onsite event ground transportation company).

•            Process and follow up on vendor invoices and payment status. Reconcile American Express monthly statements and maintain events payment calendar.

•            Administrative support in preparation for events (eg. manage supplies, logistics, shipping, etc.). Assist with preparing and distributing event packets and collateral for Executives, working staff, contracted vendors, and speakers.

•            Primary communication contact for event inquiries received through the Customer Care team. Manage event email inbox referencing FAQ documents to answer attendee questions.

•            Research and source registration collateral, staff uniforms, attendee gifts and promotional items.

•            Update global event calendar and assist with event registration platform build as needed (eg. submit service requests, gather content and assets, etc.).

•            Perform other event support duties as assigned.


What you’ll need:

•            Bachelor’s Degree preferred or equivalent experience

•            3+ years administrative experience with knowledge of travel and corporate events preferred.

•            Excellent computer skills – MS Office (Outlook, Word, Excel, PowerPoint)

•            Ability to travel and work weekends, as needed. 

•            Outstanding verbal and written communication skills with internal and external clients including executives, departments, and vendors

•            Meticulous attention to detail, organizational skills and the ability to make good, timely decisions.

•            Highly self-motivated with experience working in a fast paced, team oriented, collaborative environment.

•            Ability to fulfill several project requests simultaneously while meeting tight deadlines.

•            Ability to remain calm and professional under rapidly changing circumstances.

•            Knowledge of event/program applications a plus (CVENT, Aventri, Smartsheet, Wrike, etc.).

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