WHAT DOES AN EVENT ASSISTANT DO?

Published: Apr 18, 2025 – The Event Assistant coordinates event planning, campaign organization, and promotional delivery to ensure seamless execution of both large and small-scale events. This position delivers exceptional customer service, manages client communication, and supports lead management while maintaining security compliance and contract standards. The assistant also utilizes office software to handle administrative tasks, process transactions, and support logistics for corporate, social, and nonprofit gatherings.

A Review of Professional Skills and Functions for Event Assistant

1. Event Assistant Job Summary

  • Stakeholder Communication: Ensure excellent communication skills and working relationships with different stakeholders  
  • Contact Coordination: Act as the main contact point to bridge communications  
  • Material Development: Develop event materials for internal stakeholders to promote activities  
  • Event Management: Act as a coordinator and manage the event production process between relevant stakeholders  
  • Promotional Support: Accompany the events manager with promotional events  
  • Client Scouting: Assist in the scouting and coordination of client events  
  • Record Maintenance: Maintaining records of locations, providers, and success rates of past events  
  • Creative Assistance: Assist with the creative process of events, assist events in scouting out new potential clients  
  • Brand Delivery: Ensure the clients’ branding is delivered successfully  
  • Team Collaboration: Create and maintain good working relationships with colleagues in the Food and Beverage team and other departments throughout the hotel  
  • Table Service: Clear tables within the allocated time given, causing minimal disruptions to present guests using the restaurant facilities  
  • Equipment Care: Look after all equipment and facilities, and participate in any training courses  
  • Complaint Handling: Show genuine care and consideration when managing a guest complaint  
  • Issue Resolution: Take ownership of each complaint received, regardless of who triggered the complaint was triggered by, and manage it to the best ability

2. Event Assistant Details and Accountabilities

  • Technical Support: Take care of the technical facilities of online events (Zoom webinars, recording, editing, SLI do management)  
  • AV Setup: Take care of facilities of offline events (AV setup, recordings, catering, office access, basic security)  
  • Event Coordination: Coordinate small educational events (meetups, school field trips)  
  • Online Communication: Help with online communication of events (Social media communication, email communication with the organizers and participants of the events)  
  • Speaker Support: Support speakers of events and partners (assisting with accommodation and transportation)  
  • Calendar Management: Keep an up-to-date list of relevant technical events in Google IT Calendar, Slack, and other tools  
  • Content Editing: Prepare and edit visual materials, podcasts, and videos  
  • Partner Visibility: Coordinate the visibility of partners at the events (collecting graphical materials, communicating the partnerships, ordering promotional materials)  
  • Merchandise Management: Order merchandise and other promotional materials, and help keep the storage up to date  
  • Branding Support: Support the Employer Branding team with any other organizing and promoting tasks  
  • Event Teardown: Ensure that the space is returned to its proper state at the end of events  
  • Damage Reporting: Document any damage or clean-up not completed  
  • Venue Security: Lock up the space after events

3. Event Assistant Additional Details

  • Event Logistics: Serve as a member of an events team, and contribute to a wide variety of functional areas, including budgeting and event logistics  
  • Inquiry Handling: Answer phone and email registration inquiries  
  • Accounting Coordination: Coordinate all accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and account transfers  
  • Travel Coordination: Coordinate travel arrangements for external speakers  
  • Data Reporting: Run database lists, and communicate registration status, reports, and data  
  • Event Planning: Design, plan, implement, and coordinate events  
  • Vendor Selection: Evaluate and select vendors and providers of services according to stakeholder requests and requirements  
  • Calendar Management: Assist with the management of the Baker Institute master calendar and all requests and questions related to events on the calendar  
  • Budget Management: Plan and execute the event based on the budget and financial ability of the host of the event  
  • Sales Support: General Sales and Marketing daily activities  
  • Vendor Negotiation: Negotiate with appropriate vendors before the event  
  • Customer Relations: Build and maintain customer relationships  
  • Department Coordination: Coordinate with all the departments involved in the organization of the event  
  • Program Support: Assist in the organization of educational programs  
  • Database Management: Assist in database management

4. Event Assistant Essential Functions

  • Registration Support: Assists with registration during in-person events, including printing nametags and signage, greeting, checking in guests, registering guests, and taking payment at the door  
  • Data Entry: Enters registrant information into the database  
  • Customer Service: Handles customer service calls for registration, as well as CBA account and Zoom login assistance  
  • Program Monitoring: Monitors programs and assists members during programs  
  • Event Setup: Assists with facility and catering set-up and clean-up  
  • Material Preparation: Assists with preparing and duplicating seminar handouts  
  • A/V Support: Set up and troubleshoot A/V equipment, including projectors, screens, and laptops  
  • Webinar Management: Create and monitor Zoom webinars  
  • Survey Creation: Create program evaluations in SurveyMonkey  
  • Customer Relations: Develop and maintain superior employee-customer relations  
  • Security Compliance: Maintain security requirements and standards  
  • Event Coordination: Coordinate event planning and operations  
  • Event Support: Provide support for event planning and execution as directed by the supervisor  
  • Meeting Attendance: Attend all meetings to act as a second point of contact

5. Event Assistant Role Purpose

  • Calendar Management: Manages executive calendars, ensuring proactive management of meeting agendas, preparation, and potential conflicts  
  • Meeting Coordination: Oversees and coordinates preparation for meetings, ensuring that materials are timely and complete  
  • Note Taking: Prepares notes and action items from each meeting  
  • Information Relay: Relay follow-up information to other departments  
  • Travel Management: Quickly and efficiently manages domestic and international travel  
  • Schedule Optimization: Strategically manages and maintains the schedule of the executive so that every day is efficiently organized  
  • Expense Reporting: Accurately and timely handles expense reports with Accounting/Finance  
  • Event Management: Organizes and manages internal events, including venue selection and contract negotiation, travel arrangements, event logistics, and communication on behalf of the executive  
  • Customer Contact: Daily contact with the customer  
  • Sales Management: Management and development of internal and external sales staff  
  • Communication Strategy: Implementation of the company’s communication strategy, including marketing, PR, and e-Commerce  
  • Delegate Coordination: Assist the events team and take over responsibility for delegate pass bookings  
  • Exhibitor Support: Answer any questions from exhibitors regarding delegate passes/details for the day

6. Event Assistant General Responsibilities

  • Campaign Planning: Assist in organizing campaigns and developing marketing strategies  
  • Event Setup: Setting up and maintaining the overall appearance of the events  
  • Customer Service: Providing great service and information to all customers who attend the event  
  • Promotional Delivery: Preparing and delivering promotional presentations  
  • Customer Acquisition: Attracting new customers and completing point-of-sale transactions  
  • Client Communication: Communicate directly with customers and encourage trusting relationships  
  • Event Execution: Assisting in the execution of all large Bricoleur on-property events  
  • Event Coordination: Ranging from corporate/social gatherings as well as nonprofit events  
  • Lead Management: Executing as the lead event manager in smaller corporate meetings/retreats or other group experiences on the property  
  • Logistical Support: Supporting the events manager with logistical and administrative support, including placing and managing rental orders and enforcing contract deadlines  
  • Event Planning: Coordinate event planning and operations  
  • Event Support: Provide support for event planning and execution as directed by the supervisor  
  • Customer Relations: Develop and maintain superior employee-customer relations  
  • Security Compliance: Maintain security requirements and standards  
  • Software Proficiency: Use various office software packages, including word processing, spreadsheet, presentation, calendaring, e-mail management, and the Internet to create, compose, and edit written and electronic materials

7. Event Assistant Key Accountabilities

  • Event Assistance: Assist event organizers as a point of contact for set-up, during the event, and clean-up  
  • Guest Check-In: Buzz event attendees into the space  
  • Vaccination Verification: Check for proof of vaccination upon arrival  
  • Attendee Welcome: Welcome attendees into the HiVE and informally talk about the HiVE  
  • Event Introduction: Formal HiVE intro (approx. 1 minute) at the start of events  
  • Equipment Setup: Set up the projector and PA system  
  • Event Representation: Represent the HiVE, animating the event, and networking
  • Inquiry Handling: Be a point of contact for telephone and email inquiries about the institute meetings, seminars, and webinars  
  • Quality Assurance: Take responsibility for implementing quality assurance within the institute's quality assurance policy and procedures  
  • Website Management: Proactively review and update the content of the meetings and seminars pages of the Association website daily  
  • Data Collection: Assist with research and collecting raw data  
  • Booking Management: Ensure that all bookings are correctly processed via the institute database  
  • Stakeholder Management: Responsible for all organizer, speaker, exhibitor, and delegate management for core topics, making sure all requirements are accurately recorded and that their needs are met before, during, and after the meeting  
  • Travel Coordination: Organize travel and accommodation, run webinars, and lead seminars

8. Event Assistant Responsibilities and Key Tasks

  • Record Management: Maintain accurate and up-to-date files and records for all events  
  • Webinar Delivery: Set up, manage, and deliver webinars working across a variety of event platforms
  • Event Communication: Ensure administration and event communications (both internal and external) are accurate and prepared promptly, including nametags, delegate packs and other relevant materials, gift bags, registration lists, etc.  
  • Event Administration: Assist the Event Manager with the overall event administration  
  • Meeting Support: Assist with ad hoc event tasks in the lead-up to events, attend events along with internal and external meetings  
  • Inbox Management: Be responsible for the management of the events inbox  
  • Logistics Planning: Assisting the Training and Education Manager with event planning - catering, logistics, communications, etc.  
  • Participant Coordination: Invite, confirmation, communication that ensures everyone knows what is happening and where to be, event set up and clean up, and all those things that create a great experience for the participants  
  • Event Reporting: Tallying, tracking, and reporting on event results, both participant feedback and sales following the event  
  • Presenter Support: Ensuring presenters and their presentations are ready to go on as planned  
  • Checklist Management: Developing and updating checklists and timelines that ensure every event goes off without a snag  
  • Customer Service: Respond to customer service emails and troubleshooting for the event
Relevant Information
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