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Assistant To Event Planner Jobs in Florida (NOW HIRING)

HeadPinz

Event Planner

Fort Myers, FL · On-site

Respond to incoming event inquiries by phone, email, website submissions, and other lead sources * Qualify leads, recommend event packages, and guide clients through the booking process * Conduct ...

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Assistant To Event Planner information

What does an assistant to event planner do?

An Assistant to Event Planner supports the event planner in organizing and executing various events such as weddings, corporate meetings, and parties. Their duties typically include handling administrative tasks, coordinating with vendors, managing schedules, assisting with event setup and breakdown, and ensuring everything runs smoothly on the day of the event. They play a crucial role in keeping the planning process organized and efficient, often acting as a liaison between the planner, clients, and event staff. This role requires strong organizational, communication, and multitasking skills.

What are the key skills and qualifications needed to thrive as an assistant to event planner, and why are they important?

To thrive as an Assistant to Event Planner, you need strong organizational abilities, attention to detail, and a background in event planning or hospitality. Familiarity with event management software, budgeting tools, and office productivity suites is often required. Excellent communication, problem-solving, and multitasking skills help you effectively support planners and interact with vendors and clients. These skills are crucial for ensuring seamless event execution and maintaining client satisfaction in a dynamic, deadline-driven environment.

What are some typical challenges an assistant to event planner might face during the event planning process?

As an Assistant to Event Planner, you may encounter challenges such as managing last-minute changes, coordinating with multiple vendors, and ensuring all event details align with client expectations. It’s common to juggle several tasks simultaneously, from tracking RSVP lists to handling logistics on event day. Strong organizational skills and adaptability are crucial, as you’ll often need to resolve unforeseen issues quickly while maintaining clear communication with the lead planner and the rest of the team.

What is the difference between Assistant To Event Planner vs Event Coordinator?

AspectAssistant To Event PlannerEvent Coordinator
ResponsibilitiesSupports planning tasks, manages schedules, handles logisticsOversees event execution, manages vendors, ensures smooth operations
Required SkillsOrganizational skills, communication, multitaskingLeadership, problem-solving, vendor management
Work EnvironmentOffice setting, event planning teamsOn-site during events, coordination with vendors and clients
Typical EmployersEvent planning firms, corporate event departmentsEvent venues, corporate event teams, wedding planners

While both roles support event planning, an Assistant To Event Planner primarily provides administrative and logistical support, whereas an Event Coordinator manages the actual event execution on-site. The roles often overlap but differ in scope and responsibilities.

How to become an assistant to an event planner?

To become an assistant to an event planner, candidates typically need strong organizational and communication skills, experience in event coordination or customer service, and proficiency with planning tools like spreadsheets or event management software. Gaining relevant experience through internships or entry-level roles can improve chances, and a high school diploma or equivalent is usually required; some positions may prefer a college degree in hospitality, marketing, or related fields.

What cities in Florida are hiring for Assistant To Event Planner jobs?

Cities in Florida with the most Assistant To Event Planner job openings:

Assistant To Event Planner jobs near you
Infographic showing various Assistant To Event Planner job openings in Florida as of August 2026, with employment types broken down into 2% As Needed, 76% Full Time, 19% Part Time, 1% Temporary, and 2% Contract. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

Event Planner

Jacksonville, FL • On-site

Intercontinental Exchange Holdings, Inc.
Finance and Insurance • 5 - 10K employees
Learn more about Intercontinental Exchange Holdings, Inc.external

Full-time

Re-posted 5 hours ago

Key responsibilities

  • Coordinate end-to-end logistics for in-person conferences, executive forums, and proprietary ICE events, including venue sourcing, vendor management, catering, A/V, and on-site setup

  • Support the planning and technical execution of virtual events, including platform setup, speaker coordination, and attendee communications

  • Liaise with external vendors, venues, and suppliers; gather and compare quotes, track event-related expenses, and assist with budget reconciliation

Job description

Overview
Job Purpose
Intercontinental Exchange (ICE) is seeking an energetic and highly organized Event Planner to join our marketing team. The position will support the planning and end-to-end execution of events across the U.S., including conferences, virtual events, and exclusive executive forums that engage senior corporate leaders globally. This role will focus on event logistics, coordination and execution, helping deliver high quality experiences for both internal and external audiences.
The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment while supporting continuous improvement in event processes and execution quality.
This position is office-based (5 days / week) with occasional travel, including some weekends.
Responsibilities
  • Event Logistics & Execution
    • Coordinate end-to-end logistics for in-person conferences, executive forums, and proprietary ICE events, including venue sourcing, vendor management, catering, A/V, and on-site setup
    • Support the planning and technical execution of virtual events, including platform setup, speaker coordination, and attendee communications
    • Develop and maintain detailed event timelines, run-of-show documents, and production schedules
    • Serve as an on-site event coordinator for select events, including occasional weekend travel
  • Vendor & Budget Coordination
    • Liaise with external vendors, venues, and suppliers; gather and compare quotes and ensure timely delivery of contracted services
    • Track event-related expenses and assist with budget reconciliation and purchase order processing
    • Maintain accurate vendor records, contracts, and post-event documentation
    • Manage promotional item inventory, including ordering branded merchandise, tracking stock levels, coordinating fulfillment for events, and reconciling inventory post-event
  • Attendee & Stakeholder Management
    • Manage event registration platforms and attendee lists; send invitations, confirmations, and logistical communications
    • Coordinate speaker and VIP logistics, including travel, accommodations, and briefing materials
    • Serve as a responsive point of contact for attendee inquiries before and during events
  • Reporting & Process Improvement
    • Compile post-event recaps including attendance data, feedback, and key takeaways
    • Maintain and update internal event calendars, project trackers, and shared documentation
    • Identify opportunities to improve event workflows and contribute to the development of scalable best practices

Knowledge and Experience
  • Bachelor's degree in Marketing, Business, Hospitality, or a related field
  • 2+ years of experience in corporate events management
  • Exceptional project management and organizational skills
  • Strong prioritization and commitment to deadlines
  • Excellent verbal and written communication skills
  • Ability to work in a highly collaborative environment and as part of a cross-disciplinary team
  • Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook, Word)
  • Willingness to travel and work occasional evenings and weekends as events require

Preferred Knowledge and Experience
  • Experience with event management or registration platforms (e.g., Cvent, Eloqua, ON24)
  • Exposure to B2B or financial services marketing environments
  • Familiarity with project management tools (e.g., Monday.com, Smartsheet)
  • Experience supporting executive-level or client-facing events

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Intercontinental Exchange, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to legally protected characteristics.

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