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Executive Assistant (Event Planner Experience)
Executive Assistant (Event Planner Experience)NightOwl Consulting • Oxnard, CA, US
Executive Assistant (Event Planner Experience)

Executive Assistant (Event Planner Experience)

NightOwl Consulting • Oxnard, CA, US
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Executive Assistant (Event Planner Experience)

We are seeking a highly organized, detail-oriented Executive Assistant & Event Planner to provide top-tier administrative support and lead coordination for multiple events. This role requires a proactive individual who can manage complex logistics, communicate effectively on behalf of executives, and deliver exceptional results across both administrative and event-planning functions.

Key Responsibilities

Event Planning & Coordination

  • Research and source event venues suitable for team functions / gatherings.
  • Obtain and compare venue quotes, packages, and availability.
  • Present clear, organized venue and travel options to stakeholders.
  • Act as a liaison between executives, Loan Officers (LOs), and vendors to confirm event details and bookings.
  • Coordinate travel arrangements, accommodations, itineraries, and vendor services (e.g., catering, AV, decorations).
  • Manage 510 events simultaneously, ensuring each is executed efficiently and on time.
  • Adapt and scale processes for increasing event volume or complexity.
  • Handle last-minute changes and troubleshoot event-related issues with poise and professionalism.
  • Coordinating with the marketing team for marketing assets needed for each event and ensuring that the office is regularly stocked with all events related printed materials (i.e. printing paper, branded pop-up banners, branded pens, business cards, etc.).

Executive Assistant Support

  • Provide general administrative support including document prep, flyer duplication, and digital organization.
  • Communicate effectively via phone and email to schedule meetings, relay messages, and manage itineraries on behalf of executives.
  • Maintain a high degree of confidentiality and professionalism in all communications.

    • Skills, Knowledge and Expertise

  • Experience : 3+ years in event planning, executive assistance, or a related role.
  • Skills : Exceptional organizational and multitasking abilities.
  • Strong verbal and written communication skills.
  • Confident speaking on the phone and representing others professionally.
  • Tech-savvy with proficiency in calendar tools, spreadsheets, and cloud-based collaboration tools.
  • Detail-oriented with a proactive, solution-oriented mindset.
  • Prior experience coordinating events in the real estate, finance, or corporate sectors.
  • Background in travel booking or working in fast-paced environments.
  • The ideal candidate would have strong research skills and may also have experience using Eventbrite.com and Canva.com.
  • Familiarity with design tools for basic flyer or document duplication (e.g., Canva, Adobe Acrobat, etc.).

    • Benefits

  • Above market salary
  • HMO on Day 1 for principal and two dependents
  • Government-mandated benefits
  • Performance-based Incentives
  • Quarterly Company Events
  • 1,000 PHP De Minimis
  • Equipment and software provided

    • About NightOwl Consulting

    NightOwl Consulting was born from the desire for more! As prior clients of a BPO, we found ourselves struggling with support, understanding of our business industry, and the treatment of our global family from this, NightOwl Consulting was born. Our mission is to connect companies with world-class talent with the overall vision to build a global family that aspires to reach its highest potential.

    Our Hiring Process

    Stage 1 : Applied

    Stage 2 : Assessment

    Stage 3 : Client Interview

    Stage 4 : Hired

    Not quite right? Register your interest to be notified of any roles that come along that meet your criteria.

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    Executive Assistant • Oxnard, CA, US

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