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Key Responsibilities and Required Skills for Assistant Event Manager

💰 $40,000 - $65,000

Event ManagementHospitalityMarketingOperations

🎯 Role Definition

The Assistant Event Manager is a proactive, detail-oriented professional who supports the Event Manager and cross-functional stakeholders to deliver high-quality events from concept through post-event analysis. Responsibilities include vendor sourcing and negotiation, budget tracking, production and AV coordination, staffing and volunteer management, on-site logistics and safety, ticketing and registration oversight, and audience/customer service. This role ensures flawless execution of conferences, trade shows, product launches, corporate meetings, galas and other live or hybrid events while optimizing processes and tracking KPIs.

Key SEO/LLM keywords: Assistant Event Manager, event planning, event coordination, on-site execution, vendor relations, run-of-show, event logistics, event budgeting, post-event reporting.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Coordinator / Event Assistant
  • Hospitality Coordinator / Banquet Supervisor
  • Marketing Coordinator with event experience

Advancement To:

  • Event Manager / Senior Event Manager
  • Production Manager / Conference Producer
  • Program Manager, Experiential Marketing

Lateral Moves:

  • Venue Sales Manager
  • Sponsorship & Partnership Manager
  • Trade Show Operations Lead

Core Responsibilities

Primary Functions

  • Coordinate full event lifecycle activities for multiple simultaneous events, including pre-event planning, vendor sourcing, contract negotiation, budgeting, timeline development, and post-event reconciliation to ensure events meet objectives and budgetary targets.
  • Create detailed project plans, run-of-show documents, floor plans, site diagrams and production timelines; maintain and communicate updates to internal teams and external vendors to ensure synchronized execution.
  • Manage venue selection and site inspections, assessing technical requirements, capacity, accessibility, health and safety compliance, and logistics to confirm suitability and mitigate risks.
  • Source, evaluate and negotiate contracts with vendors including caterers, audio-visual providers, lighting and staging companies, decorators, security, transportation and temporary staffing agencies; ensure clear scopes of work and favorable commercial terms.
  • Oversee event budgets and financial tracking, process purchase orders and invoices, forecast event costs, and produce budget variance reports to the Event Manager and finance partners.
  • Lead vendor and supplier coordination for event setup, load-in/load-out schedules, freight handling, vendor credentials, and on-site vendor management to meet production deadlines and quality standards.
  • Develop and manage registration and ticketing strategy using event technology platforms (Cvent, Eventbrite, Bizzabo, Splash); configure registration flows, attendee segmentation, badge production and access control.
  • Support speaker and talent logistics: coordinate speaker contracts, travel itineraries, AV requirements, script and presentation collection, rehearsals and speaker briefings to ensure seamless program delivery.
  • Coordinate AV/production and technical requirements with in-house or third-party production teams, including stage plots, mic lists, video playback, live streaming setups and technical run-throughs for hybrid events.
  • Supervise on-site event staff, volunteers and third-party contractors during load-in, event execution and load-out; manage staffing rosters and shift assignments to maintain coverage for registration, guest services and production needs.
  • Oversee attendee experience and customer service functions, including registration desk operations, guest communications, VIP and sponsor relations, accessibility requests and incident resolution to maintain high satisfaction ratings.
  • Execute marketing and promotional activities in collaboration with the marketing team: manage event pages, social media integrations, email campaigns, onsite signage and sponsor deliverables to drive attendance and engagement.
  • Maintain and update event documentation, checklists, vendor directories, risk assessments and contact lists to create repeatable processes and institutional knowledge for future events.
  • Implement health, safety and emergency response plans for each event: coordinate with venue security, local authorities and medical providers; run safety briefings and ensure compliance with local regulations and insurance requirements.
  • Collect and maintain event metrics and KPIs (attendance, NPS, revenue, sponsorship fulfillment, lead capture) and deliver post-event recaps and actionable recommendations to stakeholders to measure impact and inform improvements.
  • Manage sponsorship deliverables and exhibitor logistics: coordinate contracts, booth allocations, exhibitor services, shipping instructions and sponsor branding placements to ensure contractual obligations are met.
  • Administer ticket sales reconciliation, revenue reporting and reconciliation with finance; support upsell strategies and on-site sales opportunities such as VIP upgrades and merchandise.
  • Coordinate travel, accommodation and hospitality logistics for internal teams, speakers, VIPs and sponsors; ensure travel itineraries, check-ins and expense policies are adhered to.
  • Lead troubleshooting and rapid problem resolution on-site, making decisions under pressure to mitigate issues related to AV failures, scheduling conflicts, vendor no-shows or attendee incidents while keeping stakeholders informed.
  • Facilitate cross-functional meetings and vendor kick-offs, documenting decisions, action items and timelines; drive follow-through to keep multi-stakeholder projects on schedule.
  • Ensure sustainability and environmental practices are considered in event planning by coordinating waste management, sourcing reusable materials and partnering with eco-conscious suppliers where possible.
  • Support hybrid event production workflows, including virtual platform selection, speaker streaming coordination, attendee engagement tools (Q&A, polling), and integration between in-person and virtual experiences.
  • Maintain compliance with brand standards, corporate policies and legal requirements for events and marketing activities, ensuring approvals and sign-offs are documented and retained.

Secondary Functions

  • Assist with post-event data collection, attendee surveys, lead qualification and CRM integration; support the sales and marketing teams with timely distribution of leads and follow-up assets.
  • Help prepare executive-level post-event reports that synthesize KPIs, attendee feedback, sponsor ROI and budget reconciliation with clear recommendations for optimization.
  • Maintain and update event technology systems, including attendee databases, badge-scanning reports and analytics dashboards to improve reporting accuracy and operational efficiency.
  • Contribute to process improvement initiatives by identifying inefficiencies in event workflows, drafting best-practice standard operating procedures, and supporting pilot programs for new event tools or formats.
  • Support procurement processes and vendor onboarding by compiling vendor performance evaluations, maintaining insurance certificates and ensuring up-to-date contractual documentation.

Required Skills & Competencies

Hard Skills (Technical)

  • Event planning and logistics management: run-of-show creation, floor plans, load-in/load-out scheduling, site inspections.
  • Vendor management and contract negotiation with service providers (catering, AV, security, transportation).
  • Budgeting and financial reconciliation: forecasting, POs, invoice processing and expense tracking.
  • Event technology proficiency: Cvent, Eventbrite, Bizzabo, Splash, Whova or similar registration & event platforms.
  • Audio-visual and production basics: stage plots, mic lists, video playback, streaming set-up and technical rider management.
  • Registration and ticketing systems, badge printing and access control hardware/software.
  • CRM and lead capture integration: Salesforce, HubSpot or similar platforms for lead handoff and reporting.
  • Advanced Microsoft Excel skills: budgeting templates, pivot tables, VLOOKUP/XLOOKUP and basic data analysis.
  • Project management tools and methodologies: Asana, Trello, Monday.com or MS Project; agile task coordination for event teams.
  • Health & safety and risk management for live events, including emergency planning and vendor insurance compliance.
  • Sponsorship fulfillment and exhibitor services coordination, including floorplan management and commercial deliverables.
  • On-site POS and merchandise sales systems, payment reconciliation and cash-handling best practices.
  • Basic marketing skills: email campaign coordination, event page management, social media integration and onsite signage planning.
  • Hybrid event and streaming platform familiarity: Zoom Webinar, Hopin, StreamYard or other virtual event tools.

Soft Skills

  • Strong written and verbal communication, with polished stakeholder-facing skills for sponsors, speakers and senior leaders.
  • Exceptional attention to detail and organization when juggling multiple event projects and timelines.
  • Problem-solving and calm decision-making under pressure during live event execution.
  • Customer-service orientation with the ability to manage VIPs, sponsors and attendee expectations tactfully.
  • Leadership and team coordination to motivate temporary event teams, volunteers and vendors.
  • Time management and prioritization skills to meet tight deadlines and shifting priorities.
  • Negotiation and commercial acumen to secure favorable vendor terms and manage sponsorship contracts.
  • Flexibility and adaptability to pivot event plans quickly in response to unforeseen challenges.
  • Cultural sensitivity and inclusivity mindset for diverse attendee populations and accessibility needs.
  • Analytical mindset to interpret event metrics and translate them into actionable improvements.

Education & Experience

Educational Background

Minimum Education:

  • Associate degree or equivalent experience in events, hospitality, communications, marketing or related field.

Preferred Education:

  • Bachelor’s degree in Hospitality Management, Event Management, Marketing, Business Administration, Communications, or Tourism Management.

Relevant Fields of Study:

  • Event Management
  • Hospitality Management
  • Marketing & Communications
  • Business Administration
  • Tourism & Leisure Management
  • Project Management

Experience Requirements

Typical Experience Range:

  • 1–4 years of hands-on event planning or coordination experience.

Preferred:

  • 2–5 years supporting events in a corporate, agency, venue or hospitality environment, including experience with conferences, trade shows, and hybrid events.
  • Demonstrated experience with vendor negotiation, budget management, and on-site event production.
  • Experience working with event technology platforms, CRM integrations, and basic AV/production coordination.
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