Event Specialist

Company Description

Event Mechanics Co. is an innovative destination and event management company specializing in creating memorable event and meeting experiences for businesses. With over 19 years of expertise, we offer a wide range of services, including themed events, entertainment design, audio-visual production, site selection, team building, and transportation logistics. Our productions are meticulously planned and executed, ensuring excellence at every stage. Serving both local and national clients, Event Mechanics Co. is a trusted partner for all meeting, travel, and event needs.

The ideal candidate will have a proven track record of ateast 2 years of experience in events, hospitality, and/or sales support roles. This role is well-suited for a highly organized, detail-oriented professional with a strong creative eye and the ability to thrive in a fast-paced, deadline-driven environment. The Event Specialist will play a key role in event design, program detailing, and operational execution while supporting sales and marketing initiatives.

Position Summary

The Event Specialist is responsible for providing creative, administrative, and operational support to the Sales, Marketing, and Events teams. This role emphasizes event design, proposal development, event detailing, and on-site operational support. The Event Specialist will collaborate closely with internal teams, clients, and vendors to ensure events are thoughtfully designed, accurately detailed, and flawlessly executed from proposal through post-event closeout.

Key Responsibilities

Event Design & Creative Support

• Design visually compelling client proposals, presentations, and event concepts using Canva and Adobe Creative Cloud (Photoshop, InDesign, and/or Illustrator)
• Assist in developing event themes, layouts, floor plans, and branding elements
• Create and maintain program documents, including agendas, timelines, run-of-show, budget reports and internal operational materials
• Apply creativity and attention to detail to enhance event experiences and exceed client expectations

Event Detailing & Operations

• Manage assigned projects from proposal development through contracting and event execution
• Create detailed program timelines, expense reports, vendor scopes, and operational checklists
• Maintain organized program files to support operational accuracy and team efficiency
• Assist with vendor negotiations, contracting, and detailing throughout the planning process
• Support sales with vendor invoicing, reconciliations, and post-event closeouts
• Assist with on-site event operations to ensure smooth execution

Sales & Administrative Support

• Support Sales and Marketing teams with inbound leads, proposal creation, and follow-up materials
• Provide administrative support including file organization, calendar management, reporting, and data tracking
• Collaborate with teammates to design programs that meet and exceed client needs
• Maintain strong relationships with existing suppliers and assist in developing new vendor partnerships

Required Skills & Qualifications

• 2+ years of experience in events, hospitality, administrative, or sales support roles
• High proficiency in Canva and Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong organizational skills with the ability to multitask and manage multiple projects simultaneously
• Exceptional attention to detail and time management skills
• Strong written communication and creative writing abilities
• Ability to work effectively in a fast-paced, collaborative environment

Preferred Qualifications

• Experience with Adobe Creative Cloud (Photoshop, InDesign, and/or Illustrator)
• Knowledge of event design, floor planning, and production detailing
• Familiarity with Social Tables or similar event layout software
• Strong working knowledge of the Dallas/Fort Worth area
• Previous experience supporting sales teams and client-facing event programs

Work Environment

This position is primarily office-based in Plano, TX, with on-site event support required primarily around the DFW area. Some nights, weekends and out of state travel may be necessary depending on event schedules.

We Offer

• A competitive salary, healthcare benefits and extensive social benefits
• Opportunities for Team Bonuses and Individual Sales Bonuses with no cap
• A diverse and dynamic work environment with flex schedule opportunities
• Work-life balance and support for career development