Event Assistant

Westlyn | Austin, TX | Full-time | On-site

About the Role

This is a hands-on role with plenty of variety, where you'll have the opportunity to learn, take ownership of your work and build your event management experience. You'll work across different teams and venue locations, helping coordinate event logistics, improve promotional processes and make sure setup goals are completed on time.

Key Responsibilities

• Assist with planning, coordinating and delivering live events across different brand activations.
• Maintain event calendars, supply checklists, run-of-show schedules and progress trackers.
• Work closely with field teams and management to ensure event timelines stay on schedule.
• Coordinate on-site briefings, prepare event materials, document attendee feedback and follow up on post-event action items.
• Monitor activation milestones, setup deadlines and promotional deliverables, keeping stakeholders informed of event progress.
• Identify potential venue delays, equipment issues and scheduling bottlenecks, helping develop practical solutions.
• Liaise with venue managers, local suppliers and community partners as required.
• Support the deployment of new promotional displays, staging tools and event procedures.
• Assist with reviewing and improving existing event setup workflows to increase on-site efficiency.
• Prepare campaign recaps, inventory status reports, event summaries and venue documentation.
• Track promotional materials, event collateral costs and supply budgets where required.
• Maintain accurate event records and ensure setup tasks are completed and followed through.
• Support different departments with their promotional staging and event coordination requirements.
• Assist with general brand improvement initiatives and special event setups as they arise.

Requirements & Tech Stack

• Confidence using Microsoft Office, spreadsheet software, and event tracking platforms.
• Ability to learn new event logistics systems and inventory management tools.

Qualifications

• Previous experience in event coordination, hospitality, retail support, customer service or administration.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Confidence working with different teams, venue hosts and public audiences.
• Ability to juggle multiple tasks, manage competing event priorities and meet tight deadlines.
• Great attention to detail and a practical approach to on-site problem-solving.
• A proactive attitude and willingness to take initiative during live events.
• A positive, adaptable attitude and willingness to get involved wherever needed.
• Qualifications in event management, marketing, business or a related field would be an advantage but are not essential.