Events Administrative Assistant

Job Description

Job Description

Annual Event Planning & Dashboard Management

• Maintain a forward-looking 12-month events dashboard capturing all projected events, based on recurring annual gatherings and upcoming one-off events.
• Update dashboard as new events are identified; ensure team always has an accurate view of upcoming events.
• Coordinate with the team to confirm dates, event purpose, size, themes, format, and any special considerations.
• Manage and maintain events email accounts.
• Ad hoc assistance with events as needed.

Guest List Development and Invitation Workflow

• Develop draft invitation lists out of Salesforce using criteria provided; identify gaps or proposed additions and review with principals for approval.
• Draft event invitations (email, Paperless Post, physical mail) for review.
• Execute invitation sends via mail merge, Paperless Post campaigns, or print workflows.
• Maintain meticulous records of invitees, sends, and version control.

RSVP Management & Guest Communications

• Monitor and track RSVPs across platforms; manage all guest inquiries including logistics, accommodations, accessibility needs, and dietary restrictions.
• Send confirmation emails, reminders, and event-day communications.
• Capture new guest information uncovered during the RSVP process and enter/update records in Salesforce.

Vendor & Logistics Coordination

• Confirm that household teams have clear run-of-show documents, timelines, and expectations.

Post-Event Follow-Up

• Track event attendance in Salesforce, including guest notes, contributions, or gift information as relevant.
• Draft post-event thank-you messages or follow-up communications for principal review and send once approved.
• Conduct debrief conversations with principals to gather feedback and ensure learnings inform future events.

Systems, Documentation & Event Manual

• Create and continuously maintain an “Event Manual” detailing preferences, standards, and templates – such as name tag style, preferred Paperless Post features, seating formats, vendor preferences, and workflows—so events remain consistent and easily repeatable.
• Improve and refine systems in Salesforce, shared drives, dashboards, and templates to streamline future events.
• Assist Property Managers with uploading and maintaining event documentation in AirTable

Knowledge, Skills, Abilities, and Requirements

• Bachelor’s degree highly preferred.
• 3–5+ years of events, hospitality, or project management experience; private household or high-net-worth environment a plus.
• Understanding of AI capabilities and a willingness to learn and implement new AI software highly preferred.
• Experience with Salesforce or other CRM systems preferred.
• Highly proficient in Excel and comfortable manipulating data (filtering, creating formulas, etc.).
• Outstanding communication skills—written, verbal, and guest-facing.
• Highly organized, detail-oriented, and comfortable managing multiple concurrent projects.
• Ability to handle sensitive information with confidentiality and discretion.
• Excels at managing multiple priorities and producing exceptional results under pressure and quick turnaround timelines.
• Willingness to travel domestically for major events