Events & Administrative Associate

Events & Administrative Associate

We are seeking a highly organized, proactive Events & Administrative Associate to support both day-to-day administrative operations and event execution. This role is ideal for someone who thrives in a fast-paced environment, enjoys working behind the scenes, and can step into a hands-on support role during events.

Key Responsibilities

Administrative Support

• Scan, organize, and maintain digital and physical records
• Manage incoming and outgoing mail
• Provide general administrative support to the team

Event Planning & Coordination

• Assist in planning and organizing events
• Research and outreach to vendors (food, rentals, entertainment, etc.)
• Track vendor communications, contracts, and timelines
• Support event logistics, scheduling, and checklists

Event Execution

• Provide on-site event support during event days
• Act as a runner for supplies, materials, and last-minute needs
• Assist with hospitality (guest coordination, vendor support, staff needs)
• Help with setup, breakdown, and real-time problem solving

Qualifications

• Bachelor's degree preferred (or equivalent experience)
• 13 years of administrative, event, or coordination experience preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Comfortable working flexible hours, including event days
• Ability to stay calm and solutions-focused in high-pressure situations
• Proficiency in Microsoft Office

Preferred Skills

• Experience supporting live events or festivals
• Vendor coordination or hospitality experience
• Strong attention to detail and follow-through
• Self-starter with a "no task too small" mindset

Why Join Us

• Be part of a meaningful, high-energy annual celebration
• Gain hands-on experience in both operations and events
• Collaborative and dynamic team environment