Job Description

Event Planner/Administrative Assistant

We are seeking an experienced Event Planner/Administrative Assistant to oversee all phases of event development, from initial concept to day-of logistics. This role involves managing budgets, tracking expenses, and handling vendor invoicing, as well as developing creative event themes that align with company culture. The successful candidate will coordinate with vendors, handle logistics, and serve as the primary point of contact for internal teams and leadership.

Responsibilities:

• Oversee event development from concept to execution, including venue selection and contract negotiation.
• Develop and distribute communications to participants and stakeholders.
• Design creative event themes and experiences aligned with company culture.
• Manage budgets, track expenses, and handle vendor invoicing.
• Research and secure appropriate venues based on event needs.
• Coordinate with vendors, catering teams, entertainment providers, and support staff.
• Handle logistics including transportation, equipment setup, and scheduling.
• Supervise event setup, breakdown, and post-event cleanup.
• Anticipate attendee needs and proactively address potential challenges.
• Serve as the primary point of contact for internal teams and senior leadership throughout the planning process.
• Resolve any issues that arise during the event with professionalism and agility.
• Maintain strong relationships with suppliers and negotiate favorable terms for services and venues.
• Ensure all event-related activities are accurately scheduled and documented.

Essential Skills:

• Strong verbal and written communication abilities.
• Collaborative mindset with excellent interpersonal skills.
• Proven ability to negotiate and manage vendor relationships with a focus on cost efficiency.
• Exceptional organizational and time management capabilities.
• Minimum of 2 years of hands-on experience in event coordination.
• Creative thinker with a knack for developing engaging event concepts.
• Comfortable managing both small-scale and large-scale events.
• Detail-oriented with the ability to multitask under pressure.
• Skilled in making quick decisions and adapting to changing circumstances.
• Experience managing on-site logistics during live events.

Additional Skills & Qualifications:

• Degree in hospitality, communications, business, or a related field preferred.
• Experience in vendor communication, planning social events, negotiating contracts, managing budgets, and creating themes for events.

Pay and Benefits:

The pay range for this position is $28.85 - $31.25/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Commerce, CA.

Application Deadline:

This position is anticipated to close on Sep 17, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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