Event Assistant

Volunteers number in the thousands, coordinated through a dedicated volunteer services team. We serve more than 200,000 people a year through housing, health and education programs.

Overview

We're looking for an Event Assistant to join our team. This is a remote role. You will own logistics from venue contract to post-event invoice reconciliation. Expect evening and weekend work during events, and travel about 20% of the time. Our headquarters is in Madrid, and about a third of the team works remotely from other countries. We hire in the US through an employer of record, so this is a regular full-time job with local payroll and statutory benefits. Working hours overlap with Central European Time. Clear written English is a must, as the team works across time zones.

Key responsibilities

Reconcile vendor invoices and close out budgets after each event. Source venues, negotiate contracts and manage room blocks. Coordinate catering, AV, decor, transportation and staffing vendors. Build event budgets and track every cost against them. Manage registration in Cvent or Eventbrite and send attendee communications. Collect attendee feedback and report results. Ship and track trade show booth materials. Create run-of-show documents and event timelines.

Who you are

1-2 years of event planning or hospitality experience. Strong Excel or Google Sheets skills. Available to work evenings and weekends and travel up to 20%.

Nice to have

Trade show and exhibit experience.

What we offer

Salary: $55,000 - $67,000 a year

Annual team retreat. Paid sick days. Flexible hours. Public holidays observed per your country. Annual salary review. 20 days paid time off. Monthly internet allowance.

Applicants must be authorized to work in the U.S.

Start: Within 30 days.

Demo job created on 11jobs for testing and demonstrations. It is not an actual opening at Heatherfold S.A..