Events Administrative Assistant

Annual Event Planning & Dashboard Management

Maintain a forward-looking 12-month events dashboard capturing all projected events, based on recurring annual gatherings and upcoming one-off events.
Update dashboard as new events are identified; ensure team always has an accurate view of upcoming events.
Coordinate with the team to confirm dates, event purpose, size, themes, format, and any special considerations.
Manage and maintain events email accounts.
Ad hoc assistance with events as needed.

Guest List Development and Invitation Workflow

Develop draft invitation lists out of Salesforce using criteria provided; identify gaps or proposed additions and review with principals for approval.
Draft event invitations (email, Paperless Post, physical mail) for review.
Execute invitation sends via mail merge, Paperless Post campaigns, or print workflows.
Maintain meticulous records of invitees, sends, and version control.

RSVP Management & Guest Communications

Monitor and track RSVPs across platforms; manage all guest inquiries including logistics, accommodations, accessibility needs, and dietary restrictions.
Send confirmation emails, reminders, and event-day communications.
Capture new guest information uncovered during the RSVP process and enter/update records in Salesforce.

Vendor & Logistics Coordination

Confirm that household teams have clear run-of-show documents, timelines, and expectations.

Post-Event Follow-Up

Track event attendance in Salesforce, including guest notes, contributions, or gift information as relevant.
Draft post-event thank-you messages or follow-up communications for principal review and send once approved.
Conduct debrief conversations with principals to gather feedback and ensure learnings inform future events.

Systems, Documentation & Event Manual

Create and continuously maintain an “Event Manual” detailing preferences, standards, and templates – such as name tag style, preferred Paperless Post features, seating formats, vendor preferences, and workflows—so events remain consistent and easily repeatable.
Improve and refine systems in Salesforce, shared drives, dashboards, and templates to streamline future events.
Assist Property Managers with uploading and maintaining event documentation in AirTable

Knowledge, Skills, Abilities, and Requirements

Bachelor’s degree highly preferred.
3–5+ years of events, hospitality, or project management experience; private household or high-net-worth environment a plus.
Understanding of AI capabilities and a willingness to learn and implement new AI software highly preferred.
Experience with Salesforce or other CRM systems preferred.
Highly proficient in Excel and comfortable manipulating data (filtering, creating formulas, etc.).
Outstanding communication skills—written, verbal, and guest-facing.
Highly organized, detail-oriented, and comfortable managing multiple concurrent projects.
Ability to handle sensitive information with confidentiality and discretion.
Excels at managing multiple priorities and producing exceptional results under pressure and quick turnaround timelines.
Willingness to travel domestically for major events

Similar jobs

Global Food Ventures

Washington, United States

13 days ago

Easy Apply

IT Managers Inc

National City, United States

4 days ago

Pacific Life

Newport Beach, United States

4 days ago

WRG

Carrollton, United States

4 days ago

Empower AI Inc.

Camp Springs, United States

4 days ago

Mission Box Solutions

Southlake, United States

11 days ago