Event Planner Assistant (Bilingual - English & Spanish)

About the role

Event Planner Assistant (Bilingual – English & Spanish) – Onsite in Miami, FL. 3+ month contract with strong potential for extension or full-time conversion. The role provides administrative, logistical, and coordination support to the Events team throughout the planning and execution of corporate events, meetings, conferences, and special events.

Responsibilities

• Assist Event Planners with the planning, coordination, and execution of corporate events, meetings, conferences, and special events.
• Provide logistical support for event-related needs, including venues, catering, transportation, accommodations, audiovisual requirements, and event materials.
• Assist with vendor and supplier communications, including requesting quotes, confirming details and services, following up on deliverables, and maintaining vendor information.
• Maintain and update event timelines, checklists, calendars, guest lists, attendee information, and other planning documents.
• Support attendee management, including invitations, RSVPs, registration, confirmations, and participant communications.
• Assist with event budget administration by organizing quotes, invoices, purchase orders, receipts, and event-related expense documentation.
• Assist with the preparation and organization of event materials, signage, supplies, giveaways, name badges, and shipments.
• Follow up with internal teams and external partners on event-related tasks, information, deliverables, and deadlines as directed by the Event Planner.
• Provide on-site event support, including setup, registration, attendee assistance, vendor check-in and support, materials distribution, and breakdown.
• Assist the Events team with logistical issues, last-minute requests, schedule changes, and other event-related needs before and during events.
• Support post-event activities, including organizing invoices, collecting feedback, maintaining event documentation, and assisting with follow-up activities.
• Maintain organized event records, vendor information, contact lists, event files, and planning.
• Provide general administrative and operational support to the Events team as needed.

Requirements

• Minimum 3 years of previous experience in event support, event coordination, hospitality, marketing, administrative support, or a related field.
• Bilingual in English/Spanish (written and verbal).
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to handle multiple tasks, priorities, and deadlines in a fast-paced environment.
• Strong written and verbal communication skills in both English and Spanish.
• Professional and service-oriented demeanor when interacting with attendees, vendors, clients, and internal stakeholders.
• Proactive, dependable, resourceful, and adaptable when responding to changing priorities and last-minute event needs.

Skills

• Strong proficiency in Adobe and Microsoft Office, particularly Outlook, Excel, PowerPoint, Survey Monkey, and Teams.
• Familiarity and experience using AI-powered tools to support productivity, research, and event-related tasks.
• Ability to work collaboratively as part of a team, follow direction, and independently complete assigned tasks and responsibilities.

Benefits

Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that provide an optional layer of financial protection. An ESPP (employee stock purchase program) and a retirement plan (401k or local country equivalent) are available. Apex also offers an HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. For professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars after 6+ months of tenure, and offers certification discounts and other perks to associations such as CompTIA and IIBA. A dedicated customer service team for consultants addresses benefits questions, and a certified Career Coach is available. Full details are in the ‘Welcome Packet’ provided by an Apex team member.

Everforth Apex provides similar benefits: medical, dental, vision, life, disability, and other insurance plans; ESPP and a 401K program with company match after 12 months of tenure; HSA (Health Savings Account on the HDHP plan); SupportLinc EAP with up to 8 free counseling sessions; corporate discount savings program and other discounts; on