Executive Assistant

We're building unforgettable events. We need someone to keep the magic running smoothly behind the scenes.
Rythm EFX creates jaw-dropping experiences in Colorado. As a boutique creative company, we're growing fast, but the founder needs a trusted right-hand to handle the details so we can focus on innovation, sales, and delivering wow-factor events.

This isn't basic admin. You're the Executive Assistant who anticipates needs, streamlines chaos, liaises with clients/vendors, and helps turn big ideas into booked productions. If you thrive in a creative, fast-paced environment and love being part of high-energy events, this role lets you support directly while gaining exposure to the event industry.

What You'll Do (Key Responsibilities):

• Manage the owner's calendar with precision: Schedule client meetings, vendor calls, site visits, event days, and creative brainstorming—while protecting time for strategy and sales.
• Coordinate event logistics support: Handle vendor outreach (lighting, tents, effects suppliers), track contracts/invoices, prepare proposals, and follow up on leads from social/website inquiries.
• Act as liaison: Communicate professionally with clients, corporate planners, nonprofits, venues (Aspen, Vail, Denver), and partners—draft emails, proposals, and follow-ups that reflect Rythm EFX's creative brand.
• Handle operations & projects: Organize files/docs (proposals, contracts, budgets), manage expense reports, research trends/ideas (e.g., new effects or tent suppliers), prepare materials for pitches/meetings, and track deadlines across productions.
• Support creative & sales flow: Help prep for client consultations (gather inspo, create mood boards), organize event recaps/testimonials, and assist with follow-up to convert leads into bookings.
• Event day assistance: Be on-site as needed for key productions (e.g., coordinating arrivals, handling last-minute needs, capturing quick notes/photos for social/records).
• Keep everything running: Manage emails/inbox triage, book travel (if needed for out-of-state events), handle confidential info with discretion, and proactively solve problems before they arise.

Must-Haves:

• 2+ years as an Executive Assistant (or similar high-level support role) to a busy executive/entrepreneur—bonus for creative, events, production, or agency experience.
• Exceptional organization, discretion, and communication skills (written/verbal)—you represent Rythm EFX professionally.
• Comfortable in a fast-paced, creative environment with some on-site/event work in Denver/Fort Collins area.
• Familiar with basic book keeping in Quickbooks
• Proficient with tools like Google Workspace, calendars, project trackers (e.g., Asana/Trello), basic docs/spreadsheets, and quick research.
• Proactive self-starter who anticipates needs and owns outcomes (e.g., "I see this lead needs follow-up—here's a draft").
• Portfolio/examples: Share examples of how you've supported an exec (e.g., streamlined processes, coordinated events, saved time/money).

What We Offer:

• Direct impact: Free up the founder to focus on creative vision, sales, and growth—your work directly enables more bookings and epic events.
• Exciting exposure: Be part of real wow-factor productions (film a quick pyro test? Help set up a tent glow-up? Yes!).
• Flexible schedule with event-season perks.
• Creative freedom in a fun, growing Colorado company.
• Potential to grow hours or add responsibilities (e.g., light project management) as we scale.

Pay: $43,000.00 - $48,000.00 per year

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person