Event Assistant

EVENT ASSISTANT

JOB SUMMARY

We are looking for a highly organized, proactive, creative, and hands-on Event Assistant to support the planning, proposal development, coordination, and execution of company events, activations, and other projects.

The ideal candidate is someone who can work well in a fast-paced environment, coordinate with different teams and suppliers, develop professional event proposals and presentation decks, and provide hands-on support from the initial planning stage through client presentation, event ingress, event proper, and egress.

KEY RESPONSIBILITIES

Event Planning & Coordination

• Assist in the planning, preparation, coordination, and execution of company events, activations, launches, tournaments, and other projects.
• Assist in developing event concepts, themes, activities, timelines, and overall event plans based on client or project requirements.
• Coordinate with internal teams to ensure that event requirements, deliverables, and timelines are properly monitored and completed.
• Assist in conducting site visits and oculars to assess venue requirements, layouts, logistics, and event setup needs.

Proposal Development & Client Presentation

• Create and develop event proposal decks, presentation decks, pitch decks, and other client-facing materials.
• Assist in preparing event concepts, proposed activities, timelines, budgets, layouts, manpower requirements, and other relevant details for inclusion in proposals.
• Gather information and materials from the creative, operations, logistics, and other relevant teams for the development of proposal decks.
• Present or assist in presenting event proposals, concepts, and execution plans to clients and stakeholders.
• Clearly communicate event concepts, proposed plans, logistics, and execution details during client presentations.
• Revise proposals and presentation materials based on client feedback, project requirements, and internal direction.
• Ensure that all client-facing decks and presentation materials are organized, accurate, professional, and aligned with the project objectives.

Event Logistics & Production

• Support event ingress and egress, including setup, deployment, pull-out, and proper turnover of event equipment and materials.
• Coordinate with suppliers, contractors, venues, and third-party partners regarding event requirements, schedules, deliveries, and setup.
• Assist in sourcing and coordinating event manpower, suppliers, talents, and other event-related resources as needed.
• Monitor event requirements, equipment, materials, stocks, and other logistical needs before and during the event.
• Ensure that event-related materials and equipment are properly accounted for before and after each event.
• Help ensure that event areas, materials, equipment, and other requirements are properly organized and ready for use.

Client, Guest & Stakeholder Coordination

• Assist in communicating with clients, guests, partners, suppliers, talents, and other stakeholders professionally and courteously.
• Support client and guest coordination during events and assist in addressing event-related requests or concerns.
• Assist in event registration, guest assistance, talent coordination, and other event operations when needed.
• Maintain good working relationships with suppliers, partners, manpower, and other event stakeholders.

Documentation & Administrative Support

• Prepare and maintain event-related checklists, monitoring sheets, reports, proposals, presentations, and other documentation.
• Assist in monitoring event budgets, purchase requirements, supplier quotations, and other logistical documents when assigned.
• Keep track of event deliverables, deadlines, and pending requirements.
• Perform other event-related and administrative tasks that may be assigned by management.

QUALIFICATIONS

• Fresh graduates from Bachelor's degree in Hospitality Management, Tourism Management, Marketing, Communication, or a related field.
• At least a year of experience in event coordination, event operations, production, or a related role.
• Experience in preparing event proposals, pitch decks, presentation decks, or client presentations is an advantage.
• Strong organizational, coordination, and project management skills.
• Excellent communication and interpersonal skills.
• Strong presentation skills and confidence in presenting ideas and proposals to clients.
• Experience coordinating with suppliers, contractors, venues, manpower, and other event partners is an advantage.
• Proficient in PowerPoint, Canva, Google Slides, or similar presentation tools.
• Can work under pressure and in a fast-paced, deadline-driven environment.
• Willing to work on-site and during weekends, holidays, or extended hours when required by events.
• Willing to travel or report to different event venues as needed.
• Proactive, resourceful, detail-oriented, and highly organized.
• Ability to work independently while also collaborating effectively with different teams.

PREFERRED QUALIFICATIONS

• Previous experience handling corporate/university-wide/academic events, brand activations, product launches, tournaments, conferences, or large-scale events.
• Experience creating and presenting event proposals or pitches directly to clients or management.
• Familiarity with event production requirements and on-ground operations.
• Existing network of event suppliers, manpower, talents, or production partners is an advantage.
• Experience in handling multiple event requirements and coordinating with various stakeholders simultaneously.
• Creative eye for developing event concepts and professional presentation materials.