Event Assistant

position not currently open

SUMMARY

This candidate will work within our Event Management team, managing events in different market segments: social, nonprofit, corporate and conferences. Candidates applying for the position will be able to demonstrate they are an excellent communicator, comfortable with managing multiple priorities, have excellent attention to detail and organizational skills and are methodical in their approach to remaining on task. The Event Assistant will be able to demonstrate a keen interest in working in the events industry.

Key Responsibilities

• Input all event documents/files and organize in the appropriate shared folders in Dropbox

• Attend and note-take during client/vendor meetings when assigned by Event Managers

• Manage all staff calendars by setting up meetings/calls with vendors, clients, managers, and internal staff

• Research new/up and coming vendors and venues and assist with bookings for clients as assigned by colleagues

• Attend webinars, site visits, industry events, do online research and more to broaden event management knowledge

• Create and update production schedule for each client continually and as information is received by coordinators/managers

• Support staff in developing and brainstorming for design decks for clients/events

• Maintain all documentation related to events as tasked by Events Coordinators and Managers

• Request and review all documentation needed for on-site events from vendors and venues (certificates of insurance, permits, etc.) as assigned

• Assist with hotel research and room block management for clients

• Support staff in receiving and maintaining COVID-19 vaccination information for events
  Update client wedding websites as needed with key information (event date, room blocks, etc.)

• Create templates for events team to streamline pre-event planning processes as assigned by staff

• Assist with event set-up on site as assigned

• Assist with collating all internal print and other materials for event day, including courier pick-ups/drop-offs

• Assist nonprofit clients with registration/auction platforms and auction item write-ups as needed

• Create agendas for all client meetings to be sent to Events Coordinators and Managers based on past meeting action items/meeting notes

• Assist with basic office needs, keeping office maintained and organized, including filing paperwork as assigned by colleagues

TO APPLY: Please send a cover letter and resume to Courtney DeAngelis at careers@aeevents.com.

Social Media Assistant

Social Media savvy people, here is a great opportunity to push out content for a luxury event planning company that creates weddings, high profile parties and corporate events.

• 5 hours a week remote

• Work with our creative team and post on Instagram, Tiktok, Facebook and Linkedin.

• Knowledge of Planoly

• Create 3 Instagram posts per week

• Create 1 Instagram reel per week

• Create 1 TikTok per week

• Do research and stay up to date on trends

• Use our photo and video archives to create all content

• You will know how to use all the above platforms, have great writing skills, be detail oriented, a problem solver and a team player.

• If you have graphic design/ID/Photoshop, that's a bonus.

• Must be able to show any prior work, for examples - does not have to be for a business

TO APPLY: Please email phoebe@aeevents.com your resume and social platforms.

Event Intern

Current Open Positions: Summer & Fall 2026

AE Events sponsors an internship program to provide hands-on experience to aspiring event planners in exchange for college credit. The ideal candidate is pursuing an undergraduate degree, able to receive course credit for the completion of the internship, and enrolled in coursework in hospitality, marketing, communications, or other relevant areas of study. High energy, a self-starter, organized, and meticulous attention to detail are a must! For areas of responsibility, please see the below description.

• Process data entry for company database of clients, vendors, venues, prospects

• Handle event research, including potential event venues, vendors, and other details as needed

• Maintain company inventory, including standard office supplies and event materials

• Assist with internal event preparation, including purchasing and preparing supplies, assembling favors and name tags, and other tasks as assigned

• Maintain online photo library for company

• Assist in preparing materials for event proposals

• Maintain office library of linen samples and print materials

• Create event binders with appropriate tabs for each project

• Maintain venue binder

• Work with staff on office projects as assigned

• Assist with company social media as assigned

• Conduct market research 

• Ensure that all reports and event data files are arranged in an efficient manner to provide smooth access to information

• Assist with execution of mailings and printed materials

• Coordinate details for specific events as assigned, may include the following:

  • File documents in event binder

  • Contact vendors regarding event details

  • Assist with Production Schedule

  • Create event printed materials such as bid sheets, auction descriptions, raffle vouchers,

  • and other pieces as assigned

  • Assist in process to obtain event permits

  • Work with event staff to track payments and invoices

  • Provide on-site support as needed

TO APPLY: Please send a cover letter and resume to courtney@aeevents.com.