Job Opportunities API

We are seeking a highly organized, dependable, and detail-oriented Administrative Events Specialist to join our team. This role is administratively focused, with responsibility for coordinating and supporting a wide range of internal and external events on behalf of the President and CEO. The ideal candidate is a strong administrator, someone who thrives on organization, follow-through, documentation, and process, while also bringing creativity and composure to event execution. This position plays a critical role in ensuring seamless planning, coordination, execution, and post-event evaluation, while also providing ongoing administrative support across executive and cross-functional initiatives. Key Responsibilities Administrative & Operational Support • Provide comprehensive administrative support to the Executive Assistant, including document management, scheduling, meeting coordination, and report preparation • Maintain accurate records, files, timelines, budgets, and event documentation • Track approvals, deadlines, and workflows to ensure timely completion of tasks • Manage vendor contracts, invoices, and expense reconciliation related to events • Maintain organized inventories for event supplies, materials, and décor • Support administrative projects and initiatives • Handle sensitive information with professionalism and discretion Event Coordination & Logistics • Plan, organize, and execute multiple internal and external events, sometimes concurrently, with a strong emphasis on logistics and execution • Develop event timelines, budgets, layouts, and run-of-show documents • Coordinate vendors, venues, catering, décor, and equipment • Oversee event setup, execution, and breakdown, remaining calm and solutions-focused under pressure • Capture event highlights for internal communications and social media • Conduct post-event evaluations and provide summaries, documentation, and recommendations Communication & Collaboration • Serve as a professional point of contact for vendors, employees, and stakeholders • Communicate clearly and effectively before, during, and after events • Collaborate with leadership, marketing, and operations teams to ensure alignment and successful outcomes Qualifications & Requirements • Three (3) or more years of experience in an administrative, event coordination, marketing assistant, or similar support role • Strong administrative skillset with exceptional organization, documentation, and follow-through • Proven ability to manage multiple priorities and deadlines simultaneously • Excellent written and verbal communication skills • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) • Experience with Canva or similar design tools is a plus • Strong attention to detail and ability to maintain confidentiality • Bilingual in English/Spanish required • Weekend availability required for events • Event or corporate environment experience strongly preferred • Passion for delivering high-quality service and professional experience