Job Description

POSITION DESCRIPTION

 

JOB INFORMATION

Job Title

Event Planning and Marketing Assistant           

Reports To

Program Director, Event Planning and Marketing          

Last Updated

8/27/2025

 

SUMMARY

The Event Planning and Marketing Assistant provides direct support to the Program Director, Event Planning and Marketing, and the Communications department. The individual will assist in a variety of ways including, but not limited to:

• Preparing and distributing correspondence and other written materials
• Maintaining event and marketing schedules
• Optimizing workflows through effective project management
• Attending meetings and preparing reports
• Proactively managing inboxes, handling phone inquiries, and delivering administrative support

This position pays $25.25 - 29.00/hour.

 

MAJOR DUTIES AND RESPONSIBILITIES

Event Management:

• Pre-Event Duties:
  • Assists with event registrations by monitoring and verifying attendees’ eligibility and makes modifications to attendee information, certificates, invoices, etc.
  • Assists with gathering, packing and preparing meeting materials such as computers, signage and other necessary items needed day of the event.
  • Assists with creating and maintaining event program websites through Cvent management system.
  • On occasion, participates in site visits and any additional pre-planning meetings.
  • Places supply orders based on event needs.
• During-Event Duties:
  • Functions as the first point of contact for all on-site requests.
  • Prepares HASC Annual Meeting sponsor exhibitor reports for the preparation of the exhibit hall.
  • Operates as the HASC Annual Meeting main point of contact for registration troubleshooting.
  • Works as the liaison between HASC and event vendors.
• Post-Event Duties:
  • Assists in collecting data and preparing comprehensive analytic reports on event attendance, survey feedback and final revenue data.
  • Collaborates with Administrative Services to organize event supplies and effectively manage inventory.
• Monitors HASC Annual Meeting and My SoCal Hospital Heroes email inboxes and responds promptly.

• Other duties as assigned.

Marketing:

• Functions as the main contact for internal marketing requests and delivery, collaborating seamlessly with key stakeholders to define project goals, themes and objectives.
• Assists with providing content details and edits for event brochures and other communications collateral materials. 
• Manages the print process, from researching and selecting vendors to submitting final files, coordinating payments, and ensuring timely delivery of all printed collateral.
• Assists with website updates and maintenance, as necessary.
• In conjunction with the Associate Creative Director, monitors and assists in the management of social media platforms, such as reposting relevant content, and responding to messages.
• Assists with maintaining a database of sponsorship contacts, communications and agreements to ensure accurate and up-to-date information is readily available.
• Other duties as assigned.

 

REQUIREMENTS

 

• Bachelor’s degree or at least 3 years of administrative experience.
• Knowledge of Cvent or other event management software is preferred but not required.
• Advanced knowledge of Microsoft Office software such as Outlook, Excel, PowerPoint, etc.
• Familiarity with Adobe Creative Cloud applications.
• Experience using Social Media Platforms (Facebook, LinkedIn, Instagram, Twitter/X)
• Strong organizational and project management skills.
• Ability to maintain a professional demeanor in person and over the phone.
• Excellent written and verbal communication skills.
• Ability to thrive in a fast-paced environment and adapt to changing priorities.
• Ability to work flexible and irregular hours on occasion.

Education and Experience:

This position requires the knowledge and skills acquired through an undergraduate degree, or a high school diploma coupled with 3 years of experience as an administrative assistant. Additional relevant experience in meeting/event planning, or marketing is highly desirable.

 

ONE TEAM CULTURE EXPECTATIONS

Culture is everything, and we work hard at being a unified One Team. All team members must consistently demonstrate the following behaviors:

 

• We assume the Positive Intent of our team members first.
• No Hoarding Rule – We believe in open and transparent exchange of the information.
• We believe our relationships with each other are an important component of our success.
• We-ism – We operate with an associations-first mindset, which includes a strong commitment to our team members.
• All for One – We strive to be great and reliable team members for each other.
• We actively work to appreciate and value the contributions of all team members.
• We practice pausing to acknowledge and celebrate our significant successes.
• We are committed to straight and courteous communication between team members.
• No Beach Balls – We are committed to maintaining strong and trusting relationships. We actively work through issues before they become barriers. We have the necessary crucial conversations with each other.
• We believe that a respectful culture is the foundation of a safe, effective, and supportive environment for all.
• We believe in the importance of exploring innovative ideas and solutions that help solve problems, improve our effectiveness, and increase member value.
• To err is human. Mistakes are opportunities to learn and improve.
• We believe in the importance of a diverse and inclusive culture, where differences and similarities are valued equally, and team members listen without judgment to learn and grow from one another’s strengths and perspectives.

 

PHYSICAL REQUIREMENTS

 

Rarely (0-12%)	Occasionally (12-33%)	Frequently (34-66%)	Regularly (67-100%)
Seeing: Must be able to read reports and use computer.	X
Hearing: Must be able to hear well enough to communicate with co-workers.	X
Standing/Walking:	X
Climbing/Stooping/Kneeling:	X
Lifting/Pulling/Pushing	X
Fingering/Grasping/Feeling: Must be able to write, type and use phone system.	X

Working Conditions: Normal working conditions with the absence of disagreeable elements.

Other Requirements:

This position requires frequent local travel and occasional long-distance travel. If incumbent uses his or her own vehicle for transportation, they must have a valid driver license and carry auto insurance in the amounts and type required by law.

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Job Tags

Full time, Contract work, Work at office, Local area, Long distance, Flexible hours,

Similar Jobs