Administrative Events Specialist

Job Description

Job Description

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 (3) 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/Spanish required
• Weekend availability required for events
• Event or corporate environment experience strongly preferred
• Passion for delivering high-quality service and professional experience