Event Planner Assistant

Full Job Description

As a Virtual Event Planning Assistant, you will support our Client Success Leads in delivering exceptional retreats for our clients. From sourcing venues and vendors to managing administrative tasks, your organizational skills and proactive communication will be crucial in creating smooth and memorable experiences for our clients.

Job Responsibilities

Client Support:

• Join client calls to take detailed notes and track action items.
• Assist Client Success Leads in managing timelines, deliverables, and expectations.

Vendor & Venue Coordination:

• Research and source venues, vendors, and activity providers for retreats.
• Request quotes, negotiate pricing, and ensure vendor agreements align with client needs.
• Build and maintain relationships with venue and vendor partners worldwide.

Administrative Tasks:

• Maintain accurate records of contracts, invoices, and schedules.
• Prepare client-facing materials, including itineraries, proposals, and summaries.
• Support scheduling and logistics for retreats, including travel and accommodation details.

Communication:

• Act as a liaison between clients, vendors, and internal teams to ensure seamless communication.
• Provide updates to Client Success Leads on project progress and challenges.

Job Requirements

Experience:

• 1-2 years in event planning, virtual assistance, or a related field (experience with corporate retreats is a plus).

Skills:

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask and work under deadlines in a fast-paced, remote environment.

Qualities:

• A proactive problem-solver with a keen eye for detail.
• Thrives in a collaborative, remote team environment.
• Excited about Offsite’s mission and core values.

Skills Required

• Admin Support - Intermediate
• Marketing Project Management - Intermediate

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