Executive Assistant Event Planner Jobs (NOW HIRING)

Position Summary

Pacific Office Automation is seeking a highly organized, proactive, and detail-oriented Corporate Event & Travel Coordinator to support company-wide events, employee experiences, and corporate travel operations. This role is responsible for planning and executing events, conferences, incentive trips, and executive travel while also helping manage the company’s travel and expense platform, Ramp.

The ideal candidate thrives in a fast-paced environment, enjoys creating exceptional experiences, and can seamlessly balance logistics, communication, budgeting, and vendor coordination. This position plays a key role in supporting employee engagement, company culture, and operational efficiency across the organization.

Location: This position can be based out of our Phoenix, AZ; Portland, OR; or Seattle, WA offices.

Key Responsibilities

Events & Employee Engagement

• Plan, organize, and execute events, including meetings, retreats, incentive trips, holiday parties & employee engagement activities.

• Develop creative event concepts that align with company culture and business objectives.

• Coordinate event logistics including venue selection, catering, audiovisual needs, transportation accommodations and entertainment.

• Create detailed timelines, run-of-show documents and contingency plans.

• Partner with internal stakeholders to ensure messaging, branding and objectives are aligned.

• Manage communication and invitations through email, intranet and other channels.

• Collect post-event feedback and reporting to continuously improve experiences and ROI.

• Support employee engagement initiatives and company culture programming.

Corporate Travel & Expense Coordination

• Coordinate corporate travel arrangements including flights, hotels, transportation, itineraries and travel support for employees and executives.

• Assist employees with travel-related questions, logistics and troubleshooting.

• Help manage Ramp, the company’s travel & expense platform including user support, expense tracking, policy compliance and reporting.

• Work with travel partners, hotels and vendors to negotiate rates and ensure seamless travel experiences.

• Maintain travel processes and documentation to support company operational efficiency.

Budgeting & Vendor Management

• Manage and track event budgets, while maintaining high-quality experiences and cost efficiency.

• Negotiate contracts with venues, hotels, travel providers, caterers, entertainment, and other vendors.

• Track invoices, payments and reconciliations related to events and travel expenses

• Ensure compliance with company policies, safety standards and legal requirements.

Qualifications

• Bachelor’s degree in event management, marketing, hospitality, business, or a related field (or equivalent experience).

• 3+ years of experience in event planning, travel coordination, hospitality or related roles.

• Strong organizational and multitasking abilities with exceptional attention to detail.

• Excellent communication, negotiation & problem-solving skills.

• Ability to work flexible hours, including evenings and weekends, as needed.

• Ability to manage multiple projects simultaneously in a deadline-driven environment

Preferred Skills

• Experience managing corporate events, incentive travel, sponsorships or executive meetings.

• Familiarity with expense management and travel platforms

• Experience negotiating vendor and hotel contracts.

• Knowledge of event marketing, communications, or internal engagement strategies.

• Comfortable traveling to support company events and onsite execution.

Benefits

• $90,000-$115,000/year DOE

• Medical/Dental/Vision/Life insurance plans

• Matched 401k

• PTO, Vacation, Sick Leave

• FSA Programs

About Pacific Office Automation

Since 1976 Pacific Office Automation has grown to become the largest independent office technology provider in the nation. We help organizations simplify business through managed IT, cybersecurity, unified communications, print technology, workflow automation and more. All backed by a people-first culture and commitment to making technology work for our customers.