Event Assistant at Hive HR

About the Role

• We’re looking for a smart, organized, and execution-focused Event Assistant to join the Atinudah Concepts team. This role is essential to the success of every event, serving as a central operational link between teams, vendors, and timelines.
• You will work closely with Event Coordinators to implement all event logistics, manage on-ground execution, and ensure that every detail is executed to perfection, from set build to breakdown.
• You’ll support everything from venue coordination, creative implementation, production tracking, and vendor alignment to ensuring day-of-event delivery standards are met across all touchpoints.
• You must be highly collaborative, calm under pressure, resourceful, and deeply committed to delivering top-tier experiences, no matter the event size or type.

Key Responsibilities
Logistics, Coordination & Operational Support:

• Assist in managing all pre-event logistics, including venue walk-throughs, item checklists, load-in/load-out schedules, and vendor alignment.
• Coordinate with internal teams and external partners to ensure seamless material movement, branding installations, and overall site readiness.
• Track and manage delivery of production materials, printed items, branding components, and event collateral across locations.

Execution & On-Ground Excellence:

• Oversee the setup, monitoring, and dismantling of event spaces in collaboration with the production and creative teams.
• Ensure brand quality, layout accuracy, and environmental aesthetics are consistent with creative direction.
• Actively monitor timelines, vendor activity, and guest experience touchpoints during live events, flagging potential issues and solving problems in real time.

Vendor Management & Relationship Handling:

• Liaise directly with vendors and service providers to align expectations, timelines, and deliverables.
• Provide on-site oversight of vendor execution (e.g., lighting, AV, catering, technical teams) and maintain positive working relationships for future collaboration.
• Track vendor check-ins, ensure timely delivery of services, and assist in vendor feedback documentation.

Budget Documentation & Support:

• Collaborate with event coordinators to manage expense documentation, vendor quotes, and cost-tracking spreadsheets.
• Support in sourcing cost-effective options for materials, rentals, and supplies, helping to optimize project budgets.
• Maintain post-event reports and ensure all documentation is organized and filed correctly.

Creative Implementation & Brand Alignment:

• Work with concept and design teams to understand layout directions and ensure on-site creative materials are installed correctly (e.g., banners, backdrops, floorplans).
• Offer suggestions on-site when creative solutions are needed due to space, weather, or vendor limitations.
• Uphold brand integrity in every interaction, both visually and professionally.

Requirements

• Candidates should possess a Bachelor's Degee with 1–3 years of experience in event support, coordination, production logistics, or project execution roles
• Experience working in cross-functional creative environments (events, activations, and brand launches).
• Excellent organizational and communication skills, written, verbal, and interpersonal.
• Ability to handle multiple projects simultaneously while staying focused and detail-oriented.
• Strong coordination and time management skills, you know how to “hold time” and get teams moving.
• Familiarity with inventory management, production workflows, or supply chain coordination, and tools like Google Sheets, Trello, Notion, or Monday.com for task tracking and reporting.
• A solution -driven mindset, you don’t panic under pressure; you adapt and move forward.
• Professionalism and polish when interacting with vendors, clients, and brand partners.

Bonus If You Bring:

• A strong existing network of vendors, logistics providers, or venue managers
• Experience working with AV, technical teams, stage managers, or live show operators
• Familiarity with design platforms (Canva, Illustrator) for basic asset adjustments or mockups
• Strong visual sensibility and understanding of spatial aesthetics
• Experience working in luxury, tech, or lifestyle brand activation
• Passion for building seamless and extraordinary experiences for real people.

Salary
Attractive.