Event Assistant

Position Overview | The Big Picture

The Event Assistant plays a crucial role in supporting the Event and Senior Event Producers by managing event details and ensuring seamless execution. This role involves coordinating sales contract details, translating design concepts into production requirements, collaborating with various production departments to meet schedules, and addressing client needs. The Event Assistant uses independent judgment when necessary and reports to the Client Services Manager while also taking direction from the Vice President of Client Services, Event, and Senior Event Producers, and occasionally the Director of Sales.

Our Mission Values | Our Commitments

We are committed to creating outstanding event designs and trade show experiences by:

• Enhancing communication,
• Demonstrating care for each other and the company,
• Prioritizing quality delivery,
• Showcasing professionalism through personal excellence, shared passion, dedication, and commitment to client value.

Traits for Success | #servicewithasmile

• Strives for excellence to deliver exceptional customer service to clients and staff.
• Highly organized and detail-oriented.
• Proactive and takes ownership of tasks.
• Demonstrates strong follow-through and reliability.

Essential Duties | What You’ll Do - The Fun Stuff

• Collaborate with Event Producers to document and translate event designs into production requirements.
• Coordinate with the Samples Department on production elements and cost-related items to develop samples and verify pricing.
• Prepare all event-related paperwork and pull-sheets based on Samples department documentation, ensuring accuracy and timeliness.
• Communicate key event elements and timelines to Production departments; monitor production to ensure details are executed as scheduled.
• Understand inventory components and their interrelations, manage quantities, and navigate event planning software.
• Assist in coordinating client presentation photos.
• Determine and order rental items needed for events, working directly with vendors, venue staff, and clients.
• Coordinate event specifications, including obtaining venue floor plans, troubleshooting issues, and conducting venue walk-throughs.
• Assist in event execution by scheduling and participating in Production Meetings to finalize details like table counts, prop sheets, and setup/strike times.
• Continuously seek to improve operations, reduce turnaround times, streamline processes, and ensure high-quality event production.
• Act as a liaison and process expert for clients, addressing questions, adjusting contracts and specifications, and ensuring client satisfaction.
• Foster cooperative relationships with internal departments and external clients.

Other Duties and Safety Requirements | There’s More!

• Adhere to all safety guidelines, procedures, and rules.
• Promote safe work practices among team members.
• Complete all safety training as required and within set timelines.
• Maintain professionalism in all interactions, both internal and external.
• Track and enter time, assign hours, and manage tasks in the time and attendance system.
• Complete HR and Payroll tasks through the Employee Self-Service Online Portal weekly.
• Assist other departments as needed and perform additional duties as required.

Qualifications | What You Need to Bring

• Associate's or Bachelor’s Degree preferred.
• 1-3 years of experience in event production, especially in creative or event décor settings.
• Proficiency in Microsoft Word and Excel.
• Familiarity with event planning software is a plus.
• Ability to calculate costs, analyze pricing, and review contract specifications.
• Strong project management skills and the ability to interact effectively with diverse individuals.
• Excellent customer service skills, including tact and diplomacy.
• Proven multitasking ability in a fast-paced environment.
• Demonstrated ability to share knowledge and skills with others.
• Effective problem-solving, mediation, and conflict management skills.
• Exceptional attention to detail, organization, and follow-up.

Physical and Work Environment Requirements | What it is Like in the Office

• Use a computer for 75% of the workday.
• Ability to sit for up to 75% of the workday and walk for 25%.
• Ability to travel to client and venue locations for event previews.
• Tolerate moderate noise levels.
• Must have 20/20 vision with correction.
• Availability to work on-site at events twice a month when assistance is needed.