Job Description

Event Planning Assistant

Hire Up Staffing is partnering with a leading travel and event management company in Fresno, CA to find a proactive and detail-oriented Event Planning Assistant.

This direct hire opportunity offers a full-time schedule, competitive pay, and the chance to support dynamic event planning initiatives in a collaborative and mission-driven environment.

Position Summary:

The Event Planning Assistant provides administrative and organizational support to the Event Development Executive Director and team. This role ensures accuracy, timely preparation, and seamless execution of event materials and schedules. Responsibilities include coordinating meetings, preparing event documentation, and assisting with logistics for travel events.

Key Responsibilities:

Administrative Support

• Schedule and coordinate meetings and appointments.
• Process incoming and outgoing mail and packages.
• Handle confidential information with discretion and professionalism.
• Provide general clerical support, including copying and scanning.
• Direct incoming calls, emails, and other communications promptly and professionally.

Event Coordination

• Initiate new group requests through Wrike task management system.
• Create internal documents and write proposals for new groups.
• Audit event materials (promotional assets, conference packets, signage).
• Prepare event schedules, itineraries, and daily schedules for charter cruises.
• Oversee preparation of supplies and materials for group departures.
• Execute all details required for smooth operation of travel events.
• Collaborate with Creative and Passenger Relations Teams to provide event materials.
• Assist in supplier communication and coordination as needed.

Passenger Relations Support

• Take passenger calls and respond as directed.
• Coordinate with Creative and Traveler Relations teams to provide event materials.

Travel

• Occasional domestic and international travel may be required.

Required Skills & Experience:

• High school diploma required; some college preferred.
• Experience working in a team environment.
• Strong problem-solving, critical thinking, and deductive reasoning skills.
• Ability to prioritize workload and meet deadlines.
• Proficiency in business writing and communication.
• Knowledge of current technology (Microsoft Office Suite, Google Platform, Dropbox, Mobile Apps).

Supervision Structure:

Reports directly to the Event Development Executive Director and collaborates with the Event Development Team. This is a fantastic opportunity for a highly organized, detail-oriented professional looking to join a mission-driven organization.

Apply todayinterviews are being scheduled now!

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