Events Assistant
full-time
About the Role
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.
Key Responsibilities
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.
Event Execution
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.
Technology & AV Support
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.
Post-Event Engagement
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.
Requirements
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.
Key Competencies
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