May 26, 2022 Kim Bakota

Event Assistant

The Event Assistant assists the Event and Senior Event Producers with coordinating the details that support the execution of events. The Event Assistant coordinates sales contract details, translates the design into production requirements, collaborates with production-related departments to ensure all event details are accurately produced according to schedule, and addresses event and client needs. 

Traits for Success | #servicewithasmile

  • Aims for the WOW in providing exceptional customer service to clients and staff!
  • Organized and attentive to project details.
  • Proactive.
  • Takes ownership of the work.
  • Has great follow through.

Essential Duties | What You’ll Do – The Fun Stuff 

  • Assists and collaborates with Event Producers to document event components and design elements to translate the designs into production requirements.
  • Assists in coordinating key production elements and cost-related items with the Samples Department to develop customer samples and verify pricing.
  • Builds off of Samples department paperwork to prepare all event-related paperwork and pull-sheets on time and with accuracy.
  • Informs Production departments about key elements and timelines for each event; tracks production to ensure all event details are accurately produced according to schedule.
  • Understands inventory components, how inventory components relate to each other, inventory quantities, and naming conventions. 
  • Understands navigation through event planning software to find and “pull” inventory items.
  • Understands navigation through Kehoe Reserve to find and use Event images. 
  • Assist in coordinating photos for client presentations. 
  • Assists in determining rental items needed for execution of event and places order with vendors, working directly with venue staff and clients.
  • Assists in coordinating event specifications to include: contacting venue staff to get floor plans to ensure that power requirements, room dimensions, etc. are appropriate for successful completion of event; troubleshoots any issues that might arise by working directly with venue staff and production to resolve issues; and conducts walk throughs of venues.
  • Assists in execution of events to include: scheduling and participating in Production Meetings with Event Producers to finalize any details necessary for execution of event, including final table counts, reviewing prop sheet, determining set up and strike times with client/venue.
  • Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality, seamless event production and design.
  • Acts as a liaison and process expert with clients to answer questions, make adjustments to contracts and event specifications and ensure clients are satisfied with the sales and execution processes.
  • Develops and maintains cooperative work relationships with all internal departments and external clients.

Qualifications | What You Need to Bring

  • Associates or Bachelor’s Degree preferred.
  • 1-3 years’ experience in event production (particularly in a creative or event décor industry).
  • Strong Microsoft Word, Excel computer skills.
  • Familiarity with event planning software helpful. 
  • Ability to compute costs and analyze pricing and contract specifications.
  • Strong project management skills.
  • Ability to deal effectively with diverse individuals at all organizational levels.
  • Excellent customer service skills including tact and diplomacy.
  • Proven ability to multitask and work in a fast-paced setting.
  • Demonstrated ability to share skills and knowledge with others.
  • Effective problem solving and mediation skills.
  • Outstanding interpersonal communications and conflict management skills.
  • Excellent attention to detail, highly organized, with outstanding follow-up skills.