Executive Assistant / Operations Coordinator – Event Venue
Job Description
The Executive Assistant / Operations Coordinator will work directly with the business owner and two on-site leads to ensure the smooth day-to-day running of a busy event venue hosting private, corporate, and ticketed events. This role requires a high level of organizational skills, operational oversight, and the ability to coordinate multiple moving parts—from scheduling and onboarding staff to managing inventory and liaising with internal teams.
The ideal candidate will act as the central hub for operational communication, ensuring information flows effectively between management, staff, and vendors. They will also support with HR compliance, light bookkeeping, and occasional marketing coordination.
- Manage event schedules using Triple Seat and scheduling apps (Homebase or Seven Shifts)
- Coordinate with on-site leads to ensure smooth execution of upcoming events
- Oversee onboarding of new staff and ensure HR compliance
- Input and update event details in scheduling systems
- Review and process sales and inventory reports using Whisk AI or similar inventory management software
- Assist with light bookkeeping in QuickBooks Online
- Track operational workflows and recommend process improvements
- Support marketing initiatives for event promoters (when needed)
- Maintain organized records and ensure timely follow-up on operational tasks
- 3–4+ years of relevant administrative or operations experience (preferably in events, hospitality, or a similar fast-paced environment)
- Proficiency with Triple Seat, Homebase/Seven Shifts, Whisk AI (or other inventory management tools), and QuickBooks Online
- Strong organizational and multitasking abilities
- Excellent written and verbal English communication skills
- High attention to detail and ability to manage multiple priorities
- Tech-savvy with the ability to quickly learn new tools and platforms
- Ability to work Pacific Time hours and be available for coordination with on-site teams
- Soft Skills
- Proactive problem-solver with the ability to anticipate needs
- Strong interpersonal skills for liaising with team members and vendors
- Comfortable working independently with minimal supervision
- Able to work in a dynamic, changing environment
Average salary estimate
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