Events Administrative Assistant

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process. Events Administrative Assistant Full Time Professional Atherton, CA, US 30+ days ago Requisition ID: 1047 Salary Range: $100,000.00 To $100,000.00 Annually 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. 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. #J-18808-Ljbffr