Event Assistant

Aston Carter•New York, NY

22h•$23 - $25•Onsite

About The Position

The Event Assistant plays a key role in supporting large-scale events by owning the inventory room, managing branded materials and supplies, and providing essential logistical and administrative support. This position combines hands-on event operations with office-based coordination, offering significant growth potential and the opportunity to take on increasing responsibility within a rapidly expanding events function.

Requirements

At least 3 years of experience in event planning, event coordination, or event management.
Proven experience with event logistics, including inventory planning, shipping, and on-site support.
Strong ability to operate independently with minimal supervision and take ownership of responsibilities.
Comfort and experience with inventory planning and management, including tracking systems and documentation.
Administrative skills, including opening and processing purchase orders, vendor setup, and invoice and payment processing.
Office skills such as accurate data entry, documentation, and use of internal systems for billing and reporting.
Ability to communicate effectively with colleagues, vendors, and event partners.
Comfort working on your feet for extended periods, moving materials, and supporting physical aspects of event setup and breakdown.
Availability to support an 810 day conference in Austin, TX from January 27 to February 3.

Nice To Haves

Experience with event marketing and event content support.
Experience in logistics and billing related to events.
Experience providing general event all hands support, including packing product and assisting with on-site operations.
Strong organizational skills and attention to detail when managing inventory and documentation.
Ability to prioritize tasks and manage time effectively in a fast-paced event environment.
Demonstrated initiative in improving processes and contributing to the growth of an events function.
Interest in building a long-term career in events with opportunities for increased ownership and responsibility.

Responsibilities

Take full ownership of the inventory room, including organizing materials and implementing an effective inventory tracking system.
Manage inventory of branded event materials and supplies used for large-scale events, ensuring items are properly labeled, stored, and readily accessible.
Conduct regular inventory counts, document inventory through photos, and maintain accurate and up-to-date records.
Coordinate shipping and tracking of event materials, ensuring timely delivery to and from event locations.
Assist with loading, unloading, and transporting event supplies as needed for conferences and other events.
Support event setup and breakdown activities, working on your feet and moving materials throughout the event space.
Open and process purchase orders and set up new vendors in internal systems in alignment with event needs.
Process invoices and payments accurately and on time, supporting billing and financial tracking for events.
Support general event administration and reporting, including documentation, data entry, and follow-up tasks.
Contribute to event planning, coordination, logistics, and research to help ensure successful event execution.
Provide general all hands support during events, including packing products, assisting with event content and marketing activities, and responding to on-site needs.
Communicate effectively with internal teams and external partners to coordinate logistics and resolve issues.
Operate independently and take initiative to identify needs, propose solutions, and improve processes related to inventory and event logistics.