Special Events Assistant

Job Description

Job Description

Description:

ORGANIZATION OVERVIEW:

The Specialty Equipment Market Association (SEMA) and Performance Racing Industry (PRI) together represent the heart of the automotive aftermarket and motorsports industries. United by a passion for cars, trucks, SUVs, and racing of every kind, these organizations support a vibrant global marketplace that spans performance parts, advanced racing technologies, restoration, restyling, and the full spectrum of specialty automotive innovation.

SEMA is a dynamic, business-minded nonprofit trade association made up of manufacturers, distributors, retailers, builders, publishers, race teams, and more—an industry ecosystem powering a nearly $53-billion-a-year retail market. Through industry-leading programs, advocacy, research, and world-class events—including the annual SEMA Show, one of the largest automotive trade shows in the world—SEMA helps its members grow, innovate, and succeed.

PRI extends this influence into the global racing marketplace. Since 1986, PRI has been the premier source of business intelligence, cutting-edge technology insights, and community connection for racing professionals. The annual PRI Trade Show in Indianapolis brings together over 1,000 exhibiting companies and thousands of racing stakeholders across every major discipline, supported by PRI’s industry-leading advocacy, media platforms, education programs, and year-round engagement. 

Together, SEMA and PRI fuel the success of thousands of businesses, connect industry professionals worldwide, and preserve and grow the future of automotive performance and racing. 

JOB PURPOSE:

The Special Events Assistant provides essential administrative and logistical support in the planning and execution of SEMA’s diverse portfolio of events and programs. This position works closely with the Special Events Manager and Senior Coordinator to support event logistics, vendor communication, registration, scheduling, food and beverage, accommodations, and event documentation. 

This role is designed for an organized, detail-oriented team member who is interested in building a career in the events industry. The Special Events Assistant will gain hands-on experience across multiple areas of event planning while supporting the team in delivering organized, polished, and successful events.

KEY RESPONSIBILITIES:

• Event Planning & Administrative Support: Provide administrative and logistical support throughout the event planning process, including maintaining event files, trackers, schedules, timelines, meeting materials, and follow-up items. Assist the Special Events team with special projects and day-to-day coordination needs.
• SEMA Show Support: Assist with maintaining the SEMA Show Activity Schedule, work orders, pre-show updates, and event communications. Support coordination with key show partners and vendors to ensure event information is accurate and deadlines are met.
• Financial & Billing Support: Assist with event financial administration, including deposits, invoices, credit card authorizations, billing spreadsheets, expense reports, and final billing. Support communication with vendors and venues to resolve billing questions and collect required documentation.
• Food & Beverage & AV Support: Assist with gathering menus, pricing, selections, and event requirements for food and beverage and AV services. Maintain related documentation and trackers and support follow-up with vendors.
• Marketing Collaboration: Support the Senior Coordinator on event materials, marketing work orders, signage, proofs, and event communications. Maintain related trackers and assist with gathering information and approvals.
• Rooming & Logistics Support the Senior Coordinator on the coordination of staff and guest room assignments and manage logistics related to accommodations.
• Registration Management: Support registration reporting, rooming list updates, hotel submissions, confirmations, transportation coordination, and other guest logistics. Assist with maintaining accurate attendee and accommodation information.
• Venue & Vendor Coordination: Support venue research and RFP processes for dinners, receptions, meetings, spouse events, and other special events. Assist with reservations, menus, contracts, vendor communications, and gathering information needed for event planning.
• Project Planning: Collaborate on the development of detailed annual project plans and ensure deadlines are met.
• Innovation & Solutions: Contribute creative ideas to enhance SEMA’s event offerings and guest experiences.
• Additional Duties: Perform other tasks as assigned by management.

Key Relationships:

• Reports to: Special Events Managers
• Internal Interfaces: Trade Show, Events Department staff, and other SEMA departments as needed.
• External Interfaces: Vendors, suppliers, association members, and partners in the aftermarket automotive community.

Pay Range: $28 - $30 Hourly

DESIRED SKILLS & KNOWLEDGE:

• Education & Experience: Bachelor's degree or equivalent hands-on experience in event planning, hospitality, or experiential marketing, with 1-3 years of relevant industry experience. Internship or related event experience may be considered.
• Strategic Organization: Highly organized and deadline-driven, with the ability to pivot quickly, juggle competing priorities, and maintain focus in a fast-paced, evolving environment.
• Creative Collaboration: A natural collaborator who thrives in team settings, values diverse input, and helps turn ideas into actionable plans with polished results.
• Tech & Tools: Comfortable using event management platforms, productivity tools (e.g., Monday.com), and eager to explore how AI and automation can enhance planning workflows.
• Event Production Know-How: Demonstrates an interest in event planning, hospitality, experiential marketing, or event production and is eager to learn the operational details behind successful events.
• Learning & Initiative: Eager to learn, receptive to feedback, and willing to take initiative in completing assigned responsibilities and identifying opportunities to support the team.
• Adaptability: Comfortable working in a fast-paced environment with changing priorities and able to adjust to the needs of the Special Events team.
• Flexibility: Willingness to travel, and to work non-traditional hours during event execution when needed. 

This job description is not intended to be and should not be construed as an all-inclusive list of all responsibilities, skills, relationships or working conditions associated with the position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary.