Overview
Administrative Assistant Event Coordinator Jobs in Scottsdale, AZ at Rancher Hat Bar
Title: Administrative Assistant Event Coordinator
Company: Rancher Hat Bar
Location: Scottsdale, AZ
Administrative Events Assistant (Part-Time)
Position Overview
The Administrative Events Assistant provides administrative and operational support to the Events Department by coordinating event logistics, managing communication, tracking inventory, and ensuring every event is organized and prepared for success. This role plays a key part in keeping the Events Department running efficiently by assisting with planning, scheduling, reporting, and client communication.
This is a part-time, hourly position reporting directly to the Events Manager.
Primary Responsibilities
Event Planning & Coordination
- Assist with planning and coordinating corporate events, pop-ups, rodeos, weddings, private parties, and brand activations.
- Create and maintain event timelines, checklists, and planning documents.
- Coordinate event logistics with venues, clients, and internal departments.
- Ensure all event details are accurate and completed prior to each event.
- Support the Events Manager with day-to-day event operations and special projects.
Administrative Support
- Manage the Events Department email inbox and respond to client inquiries in a timely and professional manner.
- Answer incoming phone calls and assist clients with event questions.
- Prepare contracts, invoices, proposals, and event documentation.
- Maintain organized digital files and event records.
- Assist with scheduling meetings, appointments, and event calendars.
Inventory & Ordering
- Order hats, accessories, event supplies, and operational materials for upcoming events.
- Track purchase orders and vendor shipments.
- Ensure all event inventory is delivered accurately and on time.
- Coordinate shipments to stores, event locations, and team members.
- Maintain inventory spreadsheets and report low inventory levels.
Reporting & Organization
- Create, update, and maintain spreadsheets to track events, inventory, staffing, expenses, and event performance.
- Maintain accurate records within the department.
- Track deadlines and follow up to ensure projects remain on schedule.
- Assist with preparing reports for leadership.
CRM Platform Management
- Manage and maintain the CRM event management platform.
- Enter and update event information accurately.
- Track event status, contracts, invoices, staffing, and client communications.
- Ensure all event records remain current and organized.
- Create and plan parties for clients and partners
Cross-Department Support
- Work closely with Marketing, Retail, Warehouse, and Accounting to ensure events are fully supported.
- Coordinate inventory, staffing, and shipping needs across departments.
- Assist with additional administrative projects as assigned.
- Support the Events Manager with any operational needs to ensure successful execution of events.
Qualifications
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to manage multiple projects simultaneously.
- Proficiency in Google Workspace, and spreadsheet management.
- Comfortable learning new software and event management systems.
- Professional phone and email etiquette.
- Ability to work independently while managing deadlines in a fast-paced environment.
Leadership Expectations
- Demonstrate professionalism and accountability in all communications.
- Maintain a high level of organization and accuracy.
- Take ownership of assigned responsibilities and follow through on deadlines.
- Communicate proactively with the Events Manager regarding project updates or potential issues.
- Maintain confidentiality regarding client information, company operations, pricing, and proprietary business information.
- Provide support wherever needed to ensure the continued success of the Events Department.
Physical Requirements
- Ability to work at a computer for extended periods.
- Occasionally lift and move boxes or event materials up to 25 pounds.
- Occasional travel to events, stores, or the warehouse may be required.
Disclaimer
This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified, expanded, or reassigned at any time to meet the operational needs of Rancher Hat Bar.
