Executive Assistant

Benefits:

Bonus based on performance

Competitive salary

Opportunity for advancement

Training & development

Position Overview

We are seeking a highly organized, proactive in-office Executive Assistant to provide comprehensive support to the President and Event Planner in a fast-paced, dynamic environment. This role requires remaining accessible outside of standard business hours, exceptional multitasking abilities, and sound judgement. The ideal candidate thrives under pressure, anticipates needs before they arise, and operates with a high level of professionalism and confidentiality.

Key Responsibilities

Executive Support

Manage calendars, scheduling, and prioritization for the President and Event Planner

Coordinate internal and external meetings, including logistics, agendas, and follow-ups

Handle confidential communications, correspondence, and document preparation

Serve as a gatekeeper, managing access and ensuring time is used efficiently

Event & Project Coordination

Distribute event tickets to clients and customers in a timely and professional manner

Communicate directly with clients regarding event details, confirmations, and follow-ups

Coordinate with venue and suite management teams to arrange food, beverages, and hospitality services

Ensure all event-related logistics (tickets, guest lists, catering, special requests) are accurately managed

Track RSVPs, attendance, and client preferences for future planning

Serve as a point of contact for client inquiries related to events

Support light event planning logistics while ensuring a seamless customer experience

Maintain organized records of event communications, ticket distribution, and vendor coordination

Remain accessible outside of standard business hours for urgent matters

Demonstrate flexibility and adaptability in a constantly changing environment

Operational & Administrative Support

Organize travel arrangements, itineraries, and expense reporting

Prepare reports, presentations, and briefing materials

Manage office operations and assist with workflow optimization

Coordinate cross-functional communication between departments

Qualifications

1 to 3+ years of experience supporting senior executives in a fast-paced environment

Experience in event planning, hospitality, or high-demand industries is a strong plus

Exceptional organizational and time management skills

Strong written and verbal communication abilities

High level of discretion and professionalism when handling sensitive information

Ability of multitask, prioritize, and remain calm under pressure

Proficiency in Microsoft Office, Google Workspace, and scheduling tools