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About the Role
The Event Assistant plays a key role in supporting large-scale events by owning the inventory room, managing branded materials and supplies, and providing essential logistical and administrative support. This position combines hands-on event operations with office-based coordination, offering significant growth potential and the opportunity to take on increasing responsibility within a rapidly expanding events function.
Responsibilities
- Take full ownership of the inventory room, including organizing materials and implementing an effective inventory tracking system.
- Manage inventory of branded event materials and supplies used for large-scale events, ensuring items are properly labeled, stored, and readily accessible.
- Conduct regular inventory counts, document inventory through photos, and maintain accurate and up-to-date records.
- Coordinate shipping and tracking of event materials, ensuring timely delivery to and from event locations.
- Assist with loading, unloading, and transporting event supplies as needed for conferences and other events.
- Support event setup and breakdown activities, working on your feet and moving materials throughout the event space.
- Open and process purchase orders and set up new vendors in internal systems in alignment with event needs.
- Process invoices and payments accurately and on time, supporting billing and financial tracking for events.
- Support general event administration and reporting, including documentation, data entry, and follow-up tasks.
- Contribute to event planning, coordination, logistics, and research to help ensure successful event execution.
- Provide general all hands support during events, including packing products, assisting with event content and marketing activities, and responding to on-site needs.
- Communicate effectively with internal teams and external partners to coordinate logistics and resolve issues.
- Operate independently and take initiative to identify needs, propose solutions, and improve processes related to inventory and event logistics.
Requirements
- At least 3 years of experience in event planning, event coordination, or event management.
- Proven experience with event logistics, including inventory planning, shipping, and on-site support.
- Strong ability to operate independently with minimal supervision and take ownership of responsibilities.
- Comfort and experience with inventory planning and management, including tracking systems and documentation.
- Administrative skills, including opening and processing purchase orders, vendor setup, and invoice and payment processing.
- Office skills such as accurate data entry, documentation, and use of internal systems for billing and reporting.
- Ability to communicate effectively with colleagues, vendors, and event partners.
- Comfort working on your feet for extended periods, moving materials, and supporting physical aspects of event setup and breakdown.
- Availability to support an 8-10 day conference in Austin, TX from January 27 to February 3.
Skills
- Event marketing
- Event content support
- Logistics
- Billing related to events
- General event all hands support
- Packing product
- Assisting with on-site operations
- Organizational skills
- Attention to detail
- Prioritize tasks
- Manage time effectively
- Demonstrated initiative in improving processes
- Contributing to the growth of an events function
- Interest in building a long-term career in events
Location
- New York, NY
Work Type
- Contract
- Onsite
Experience Level
- 3 years of experience
Salary/Compensations
- $23.00 - $25.00/hr
Benefits
- Medical
- dental & vision
- Critical Illness
- Accident
- Hospital
- 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions
- 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)
About the Company
- 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® Platinum Award winner for both client and talent service.
Equal Opportunity
- 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.
- San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
- Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
- Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.