Event Coordinator Assistant Job Description [Updated for 2025]

In the fast-paced world of events management, the role of Event Coordinator Assistant has become increasingly crucial.

As events become more complex and expectations rise, the demand for skilled professionals who can organize, support, and enhance event operations grows.

But let’s delve deeper: What’s really expected from an Event Coordinator Assistant?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager aiming to define the perfect candidate,
• Or simply curious about the ins and outs of event coordination,

You’ve come to the right place.

Today, we present a customizable Event Coordinator Assistant job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Event Coordinator Assistant Duties and Responsibilities

Event Coordinator Assistants perform a variety of tasks related to the planning and execution of events.

They assist the Event Coordinator in ensuring that events run smoothly and meet the expectations of clients and attendees.

The duties and responsibilities of an Event Coordinator Assistant include:

• Assisting in planning and organizing events, including liaising with vendors and suppliers
• Helping to manage event budgets and ensure cost-effectiveness
• Assisting in the creation and distribution of promotional materials for events
• Providing support during events, such as setting up venues, managing guest lists, and handling any issues that arise
• Assisting with post-event tasks, such as cleaning up the venue and gathering feedback from attendees
• Performing administrative tasks, such as scheduling meetings, answering emails, and maintaining records
• Assisting with the preparation of event reports and evaluations
• Ensuring all event activities comply with health and safety regulations
• Supporting the event coordinator in managing client relationships

 

Event Coordinator Assistant Job Description Template

Job Brief

We are searching for a meticulous and dedicated Event Coordinator Assistant to support our Event Coordinator in executing successful events.

Responsibilities include greeting and guiding guests, managing suppliers, assisting with venue selection and layout, and managing event set-up, tear-down, and follow-ups.

Our ideal candidate is a capable multi-tasker, able to handle the various logistical aspects of events and ensure that everything runs smoothly on the day.

Ultimately, the Event Coordinator Assistant’s duties are to ensure an excellent guest experience and support the Event Coordinator in meeting the event’s objectives.

 

Responsibilities

• Assist in event planning activities and liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order.
• Manage event set-up, tear down, and follow-ups.
• Establish and maintain relationships with vendors and venues.
• Ensure all event activities comply with health and safety regulations.
• Assist in managing event set-up, tear down, and follow-ups.
• Manage the reception of guests and event registration
• Prepare event reports and debrief the team post-event.

 

Qualifications

• Proven work experience as an Event Coordinator or similar role
• Excellent organizational and project management skills
• Strong communication skills
• Ability to manage multiple projects independently
• MS Office proficiency
• Willingness to travel
• High school diploma or equivalent; a degree in event planning or marketing is a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Paid time off
• Travel allowances

 

Additional Information

• Job Title: Event Coordinator Assistant
• Work Environment: Office setting with frequent travel to event locations. Occasional weekend and evening work may be required.
• Reporting Structure: Reports to the Event Coordinator.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Event Coordinator Assistant Do?

Event Coordinator Assistants typically work for event management companies, corporate organizations, non-profit organizations, or as freelancers assisting Event Coordinators and Managers.

They are involved in all stages of the event planning process, from the conceptualization stage to the execution stage.

They help in planning and coordinating details such as venue, catering, decoration, transportation, and guest lists.

Event Coordinator Assistants also help in preparing event budgets and timelines, and ensure that all elements of the event are in place as per schedule.

They liaise with vendors, suppliers, and service providers to secure the best deals and ensure smooth delivery of all services.

During the event, they assist in event setup, registration, coordination, and post-event cleanup.

They may also help manage volunteers or staff at the event.

Their job also involves troubleshooting any issues that may arise during the event, ensuring guest satisfaction, and gathering feedback post-event for future improvements.

They may also be required to prepare reports detailing the event’s success and areas of improvement.

 

Event Coordinator Assistant Qualifications and Skills

An Event Coordinator Assistant should be equipped with a variety of skills and qualifications that help facilitate successful event planning, organization, and execution.

These include:

• Organization and planning skills to assist with scheduling, venue selection, and coordination of all event details.
• Strong interpersonal skills to liaise with vendors, staff, and event participants, ensuring smooth communication and coordination.
• Problem-solving abilities to quickly and effectively address any issues or challenges that may arise during the planning or execution of an event.
• Attention to detail to ensure all aspects of the event, from the venue layout to the catering menu, align with the intended vision and meet the event’s requirements.
• Communication skills to clearly and effectively relay information to all parties involved in the event, and to understand and execute the directives of the Event Coordinator.
• Ability to work under pressure and manage time efficiently, as event planning often involves tight deadlines and multiple simultaneous tasks.
• Customer service skills to interact with guests and ensure their satisfaction during the event.
• Basic knowledge of marketing and promotion to assist with event publicity and attendee recruitment.

 

Event Coordinator Assistant Experience Requirements

Candidates interested in an Event Coordinator Assistant role typically have at least 1 to 2 years of experience in event planning or a related field.

This can be gained through volunteering, internships, or part-time roles in event coordination or administration.

In these roles, individuals often gain valuable hands-on experience in managing logistics, coordinating with vendors, and handling event-related administrative tasks.

Those with more than 2 years of experience may have worked in full-time Event Coordinator or Assistant roles where they developed a deeper understanding of event planning processes, customer service, and coordination tasks.

Candidates with more than 4 years of experience might have gained additional skills such as budget management, negotiation, and team leadership.

This level of experience indicates potential readiness for a senior or managerial role in event coordination.

Advanced roles may require the candidate to have specific experience in coordinating large-scale events, corporate events, or events in a specific industry, thus enhancing their skills and understanding in the field.

 

Event Coordinator Assistant Education and Training Requirements

Event Coordinator Assistants typically require a high school diploma or equivalent.

However, many employers prefer candidates with a bachelor’s degree in event management, hospitality, marketing, public relations, or a related field.

They should have a solid understanding of planning, organizing, and coordinating events, with exposure to tasks like venue selection, catering coordination, and event promotion.

Practical experience gained through internships or volunteer work can be highly beneficial.

In addition to academic qualifications, Event Coordinator Assistants should have strong communication, problem-solving, and organizational skills.

They should also be able to handle stress, as coordinating an event often involves multitasking and managing various elements simultaneously.

While not mandatory, certification in event planning or management from recognized institutions can provide a competitive edge.

Certification programs often cover essential areas such as strategic planning, financial and risk management, logistics, marketing, and professional ethics.

Continuing education is crucial in this field, as it helps to stay updated with the latest trends in event planning and management.

This could be through attending seminars, workshops, or industry-specific conferences.

 

Event Coordinator Assistant Salary Expectations

The average salary for an Event Coordinator Assistant is approximately $37,849 (USD) per year.

However, the actual earnings can differ based on the individual’s level of experience, the size and scope of the events managed, the location of the role, and the employing company.

 

Event Coordinator Assistant Job Description FAQs

What skills does an Event Coordinator Assistant need?

Event Coordinator Assistants should possess excellent organizational and communication skills, as they will often handle the logistics and coordination of events.

They should be detail-oriented, able to multitask, and have problem-solving capabilities.

They should also have good interpersonal skills as they will be interacting with different stakeholders including suppliers, vendors, and attendees.

 

Do Event Coordinator Assistants need a degree?

While a degree is not always necessary, having one in event management, hospitality, or a related field can be beneficial.

However, employers often value relevant experience, including internships or volunteering at events, just as much as formal education.

 

What should you look for in an Event Coordinator Assistant resume?

Look for experience in planning, coordinating, and executing events.

This could range from small meetings to large corporate events.

Also, check for skills in project management, organization, and customer service.

Proficiency in event planning software and social media platforms is also a plus.

 

What qualities make a good Event Coordinator Assistant?

A good Event Coordinator Assistant is proactive, detail-oriented, and able to work under pressure.

They should be able to multitask and handle unexpected changes smoothly.

Good interpersonal skills are also essential as they will be working with diverse groups of people, including clients, vendors, and staff.

 

Is it challenging to hire an Event Coordinator Assistant?

Hiring an Event Coordinator Assistant can be challenging due to the variety of skills and experience required for the role.

A good candidate not only needs to have knowledge of event planning but also needs to be a good problem solver, communicator, and team player.

Therefore, it may take some time to find the right fit for your organization.

 

Conclusion

And there you have it.

Today, we’ve unveiled the true essence of an Event Coordinator Assistant.

Surprise!

It’s not just about scheduling events.

It’s about orchestrating memorable experiences, one event at a time.

Armed with our handy Event Coordinator Assistant job description template and real-world examples, you’re prepared to take the leap.

But why stop there?

Dive deeper with our job description generator. It’s your secret weapon for crafting precision-based listings or refining your resume to perfection.

Remember:

Every event is a part of a grander narrative.

Let’s create unforgettable moments. Together.

How to Become an Event Coordinator Assistant (Complete Guide)

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