Administrative Events Specialist

We are seeking a highly organized, dependable, and detail-oriented Administrative Events Specialist to join our team. This role is administratively focused, with responsibility for coordinating and supporting a wide range of internal and external events on behalf of the President and CEO. The ideal candidate is a strong administrator, someone who thrives on organization, follow-through, documentation, and process, while also bringing creativity and composure to event execution.

This position plays a critical role in ensuring seamless planning, coordination, execution, and post-event evaluation, while also providing ongoing administrative support across executive and cross-functional initiatives.

Key Responsibilities

Administrative & Operational Support

• Provide comprehensive administrative support to the Executive Assistant, including document management, scheduling, meeting coordination, and report preparation


• Maintain accurate records, files, timelines, budgets, and event documentation


• Track approvals, deadlines, and workflows to ensure timely completion of tasks


• Manage vendor contracts, invoices, and expense reconciliation related to events


• Maintain organized inventories for event supplies, materials, and décor


• Support administrative projects and initiatives


• Handle sensitive information with professionalism and discretion

Event Coordination & Logistics

• Plan, organize, and execute multiple internal and external events, sometimes concurrently, with a strong emphasis on logistics and execution


• Develop event timelines, budgets, layouts, and run-of-show documents


• Coordinate vendors, venues, catering, décor, and equipment


• Oversee event setup, execution, and breakdown, remaining calm and solutions-focused under pressure


• Capture event highlights for internal communications and social media


• Conduct post-event evaluations and provide summaries, documentation, and recommendations

Communication & Collaboration

• Serve as a professional point of contact for vendors, employees, and stakeholders


• Communicate clearly and effectively before, during, and after events


• Collaborate with leadership, marketing, and operations teams to ensure alignment and successful outcomes

Qualifications & Requirements

• Three (3) or more years of experience in an administrative, event coordination, marketing assistant, or similar support role


• Strong administrative skillset with exceptional organization, documentation, and follow-through


• Proven ability to manage multiple priorities and deadlines simultaneously


• Excellent written and verbal communication skills


• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)


• Experience with Canva or similar design tools is a plus


• Strong attention to detail and ability to maintain confidentiality


• Bilingual in English/Spanish required


• Weekend availability required for events


• Event or corporate environment experience strongly preferred


• Passion for delivering high-quality service and professional experience