Full-Time Event Assistant

Event Assistant

About the job

We're looking for a highly organized and proactive Event Assistant to the Global Event Manager to help bring large-scale international events to life. This role is integral to the execution of world-class forums, conferences, and corporate gatherings—supporting everything from logistics and vendor coordination to budgeting and documentation.

If you thrive in fast-paced environments, enjoy working behind the scenes to make big things happen, and have a sharp eye for detail, this is your chance to join a high-performing, globally connected team.

Be at the Heart of Global Events

You'll support the planning and delivery of high-profile, international events that leave a lasting impression. Your behind-the-scenes work will directly impact the success of experiences attended by leaders, innovators, and partners from around the world.

Remote Flexibility

This is a remote role—with a strong preference for candidates based in EU due to event logistics and time zone alignment—but we're open to exceptional candidates worldwide.

Multi-Faceted Experience

• From vendor relations and budget tracking to calendar management and reporting, your responsibilities will be varied and impactful.
• You'll gain valuable exposure across logistics, budgeting, and international coordination.

Responsibilities:

• Event & Logistics Support
• Assist in the coordination of international events from planning through execution.
• Liaise with venues, vendors, and key stakeholders to ensure timely and accurate delivery of services.
• Monitor timelines and ensure logistics align with event goals.
• Finance & Budget Management
• Track and manage event-related expenses.
• Process invoices, manage vendor payments, and ensure financial accuracy.
• Support budget reconciliation and reporting.
• Administrative Support
• Manage calendars, schedule meetings, and coordinate travel logistics.
• Organize internal and external meetings, keeping all stakeholders aligned and informed.
• Documentation & Reporting
• Prepare reports, decks, and event-related documentation.
• Keep track of contracts, itineraries, and event files in shared systems.
• Internal & External Communication
• Serve as a liaison between the Global Event Manager, internal teams, and external vendors.

Requirements:

• 3+ years of experience in executive assistance, corporate event support, or finance-related roles.
• A willingness and availability to travel when required.
• Strong organizational skills and the ability to manage multiple projects at once.
• Excellent communication and interpersonal abilities, especially under pressure.
• A solid grasp of budgeting, invoicing, and expense management.
• Proficiency in Google Suite, Microsoft Office, and general tech-savviness.
• Fluency in English and Spanish (spoken and written).

Preferred: Based in EU

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