- We are seeking a proactive, organized, and energetic Event Assistant to support the planning, coordination, and execution of events and activations.
- The ideal candidate will work closely with the Events Manager and wider team to ensure events are well organized and delivered to a high standard. The role requires someone who is comfortable working in a fast-paced environment, has good communication and coordination skills, pays attention to detail, and is willing to be hands-on during event setup and execution.
Event Planning & Coordination
- Assist with event planning, scheduling, and logistics.
- Support in preparing event proposals, client presentations, and vendor coordination.
- Liaise with suppliers, partners, and internal teams to ensure timely delivery of all event needs.
- Support the setup and breakdown of cocktail bars and event spaces.
- Ensure cocktail tools, ingredients, and décor are available and organized.
- Assist bartenders and mixologists during events when needed.
- Ensure brand visibility and compliance with company standards.
Client & Guest Experience
- Provide professional and friendly assistance to clients and guests at events.
- Support VIP and hospitality management when required.
- Collect client feedback and share insights for continuous improvement.
Administration & Reporting
- Maintain event records, inventory logs, and expense reports.
- Assist with social media coverage, photography, or coordination with content creators.
- Prepare post-event reports including successes, challenges, and recommendations.
Marketing & Promotion Support
- Assist in creating promotional materials for events.
- Support in distributing invitations, managing RSVPs, and updating guest lists.
- Help with online and offline event promotions to boost attendance.
Budget & Resource Support
- Track petty cash and small event expenses for accountability.
- Ensure cost-effective use of resources and identify areas to minimize waste.
- Support the Events Manager in budget preparation and vendor quotations.
Health, Safety & Compliance
- Ensure event venues comply with health, safety, and sanitation standards.
- Support in coordinating security, crowd control, and emergency procedures.
- Assist in obtaining permits or approvals required for specific events.
Team Coordination & Support
- Provide administrative support to the Event Manager and senior team.
- Help in scheduling and briefing volunteers, ushers, or temporary staff.
- Foster collaboration across teams to ensure smooth event flow.
- Assist with basic setup of audio-visual equipment (projectors, microphones, etc.).
- Coordinate with technical teams for live streaming, lighting, and sound checks.
- Support troubleshooting during events to minimize disruptions.
- Assist with thank-you messages to clients, vendors, and participants.
- Support in archiving event photos, videos, and materials for future reference.
- Maintain a database of suppliers, clients, and contacts for future events.
Vendor Coordination & Management
- Assist in identifying, evaluating, and liaising with vendors such as caterers, decorators, printers, and logistics providers.
- Support in negotiating prices, securing quotations, and ensuring vendor agreements align with budget requirements.
- Coordinate vendor timelines to ensure timely delivery, setup, and breakdown of services.
- Maintain positive vendor relationships for future collaborations.
- Troubleshoot and resolve vendor-related issues quickly to avoid event disruptions.
- Track vendor performance and provide feedback for continuous improvement.
- Minimum of 1 - 2 years of experience in event coordination, hospitality, customer service, administration, or a related role.
- Previous experience in an event company, hospitality environment, or similar fast-paced setting is an advantage.
- Strong organizational and coordination skills.
- Excellent communication and interpersonal skills.
- Ability to work effectively under pressure and manage multiple tasks.
- Good attention to detail and ability to follow instructions.
- Proactive attitude with a willingness to take initiative.
- Basic knowledge of event logistics, vendor coordination, and event setup.
- Comfortable working directly with clients, guests, vendors, and event teams.
- Basic knowledge of social media and content creation is an advantage.
- Ability to work Tuesday to Sunday and support event activities when required.
- Must be reliable, punctual, presentable, and professional.
- Event Coordination
- Organization & Planning
- Client & Guest Service
- Vendor Management
- Communication Skills
- Teamwork & Collaboration
- Problem Solving
- Attention to Detail
- Time Management
- Proactiveness
- Adaptability
- Ability to Work Under Pressure