Event Assistant

Job Title: Event Assistant

Job Description

The Event Assistant plays a key role in supporting large-scale events by owning the inventory room, managing branded materials and supplies, and providing essential logistical and administrative support. This position combines hands-on event operations with office-based coordination, offering significant growth potential and the opportunity to take on increasing responsibility within a rapidly expanding events function.

Responsibilities

• Take full ownership of the inventory room, including organizing materials and implementing an effective inventory tracking system.
• Manage inventory of branded event materials and supplies used for large-scale events, ensuring items are properly labeled, stored, and readily accessible.
• Conduct regular inventory counts, document inventory through photos, and maintain accurate and up-to-date records.
• Coordinate shipping and tracking of event materials, ensuring timely delivery to and from event locations.
• Assist with loading, unloading, and transporting event supplies as needed for conferences and other events.
• Support event setup and breakdown activities, working on your feet and moving materials throughout the event space.
• Open and process purchase orders and set up new vendors in internal systems in alignment with event needs.
• Process invoices and payments accurately and on time, supporting billing and financial tracking for events.
• Support general event administration and reporting, including documentation, data entry, and follow-up tasks.
• Contribute to event planning, coordination, logistics, and research to help ensure successful event execution.
• Provide general all hands support during events, including packing products, assisting with event content and marketing activities, and responding to on-site needs.
• Communicate effectively with internal teams and external partners to coordinate logistics and resolve issues.
• Operate independently and take initiative to identify needs, propose solutions, and improve processes related to inventory and event logistics.

Essential Skills

• At least 3 years of experience in event planning, event coordination, or event management.
• Proven experience with event logistics, including inventory planning, shipping, and on-site support.
• Strong ability to operate independently with minimal supervision and take ownership of responsibilities.
• Comfort and experience with inventory planning and management, including tracking systems and documentation.
• Administrative skills, including opening and processing purchase orders, vendor setup, and invoice and payment processing.
• Office skills such as accurate data entry, documentation, and use of internal systems for billing and reporting.
• Ability to communicate effectively with colleagues, vendors, and event partners.
• Comfort working on your feet for extended periods, moving materials, and supporting physical aspects of event setup and breakdown.
• Availability to support an 810 day conference in Austin, TX from January 27 to February 3.

Additional Skills & Qualifications

• Experience with event marketing and event content support.
• Experience in logistics and billing related to events.
• Experience providing general event all hands support, including packing product and assisting with on-site operations.
• Strong organizational skills and attention to detail when managing inventory and documentation.
• Ability to prioritize tasks and manage time effectively in a fast-paced event environment.
• Demonstrated initiative in improving processes and contributing to the growth of an events function.
• Interest in building a long-term career in events with opportunities for increased ownership and responsibility.

Work Environment

This role is based in a New York City office, with a standard schedule of five days per week from 9:00 a.m. to 6:00 p.m. The position involves a mix of office-based administrative work and hands-on event logistics, including time spent in the inventory room and at event venues. After the initial onboarding and training period, there may be potential for remote flexibility, depending on business needs. The role requires travel to support an 810 day conference in Austin, TX from January 27 to February 3, where you will be actively involved in event logistics, setup, and breakdown. The environment is fast-paced and collaborative, with a growing events team and expanding portfolio of large-scale events, offering meaningful opportunities for professional growth and increased responsibilit

This is a Contract position based out of New York, NY.

The pay range for this position is $23.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in New York,NY.

This position is anticipated to close on Sep 28, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.