Event Assistant

Innovate Marketing Group

We are an award-winning event and experiential marketing agency based in Pasadena, California, dedicated to creating immersive experiences that connect brands with people. We serve a diverse range of industries, turning visions into reality with our comprehensive event services. From brand activations and large-scale community events to corporate retreats and virtual meetings, we excel at designing and executing events that leave a lasting impact. www.innovatemkg.com

Our Core Values Are

Growth
Wow Service
Proactive
Innovation
Fun + Engagement
Community

We’re Award Winning

2025, 2023 Event Marketer Top 100 It Agency
2025 SCMSDC Supplier of the Year Award
2024, 2023 Inc 5000 Fastest Growing Companies
2022 Wells Fargo Community Impact Award
2021 Bizbash 500
2020 Bizbash 500
2020 Eventx 100 Most Influential People
2018 The Special Events Finalist
2017 SCMSDC Supplier of the Year Award
2016 Bizbash Event Style Awards Winner

About You

You’re someone who genuinely enjoys working with organizations that make an impact and you want your work to matter. So do we. Our agency creates and delivers impactful, creative event experiences that help change lives for the better, and we are looking for someone who is excited to be part of that mission.

You are the kind of person who goes the distance. You are super detail oriented, highly organized, and results driven, but also creative and curious. You love event planning, management, and design, and you enjoy thinking through how an experience comes together visually, operationally, and emotionally. You bring a solution oriented mindset, a strong eye for detail, and a positive, can do attitude to every project.

You thrive in fast paced environments and can juggle multiple projects at once while supporting a high functioning team. You are excellent at project management and customer service, manage your time well, and bring energy, authenticity, and strong ethics to everything you do. You are a self starter, a go getter, and a go giver who takes initiative, follows through, and looks for ways to elevate the work.

You enjoy taking clients’ ideas and visions and turning them into real, memorable experiences. You are excited by both the logistics and the creative side of events, whether that is helping source design elements, supporting run of show flow, or ensuring the final experience looks and feels just right. You are comfortable working under tight deadlines and can produce high quality materials without sacrificing quality. And yes, when you travel, your plans are probably in a color coded spreadsheet.

The Event Assistant plays a critical support role in bringing events and brand experiences to life. This role is ideal for someone who is proactive, detail obsessed in the best way, creative, and eager to gain hands on experience in event production and experiential marketing. You will support the planning, coordination, creative execution, and on site delivery of multiple events, working closely with producers, designers, vendors, and internal teams to ensure every detail is thoughtfully managed and flawlessly delivered.

Our culture is diverse, community oriented, and collaborative. We work smart, believe excellence is a habit, value creativity and ownership, and still know how to have fun along the way. If that sounds like your kind of environment, you will fit right in.

Responsibilities

Event Planning & Coordination

Assist with event planning tasks including timelines, checklists, budgets, and production schedules
Support venue research, site visits, and logistics coordination
Support vendor research and vetting
Track vendor communications, contracts, COIs, and invoices
Help manage guest lists, RSVPs, and registration platforms
Assist with travel, shipping, and on-site logistics
Negotiate with vendors for necessary event-related details and costs
Generate event reports and perform event-related follow-up duties
Continue to foster relationships with existing vendors and establish new ones for cross-referrals and promotions

Production & On-Site Support

Support load-in, setup, show flow, and breakdown on event days
Assist with on-site registration, guest check-in, and attendee support
Help manage run-of-show documents and production decks
Serve as a point of contact for vendors, talent, or staff on-site as needed
Troubleshoot issues calmly and professionally in fast-paced environments

Administrative & Team Support

Maintain organized digital folders and project documentation
Assist with post-event recaps, asset collection, and reporting
Support internal meetings, notes, and follow-ups
Help with general office or operational tasks related to events
Assist Event Coordinators and Event Manager(s)
Support small to large event projects. PREFERRED Experience with planning of creator events, activations, experiential marketing, conferences, galas, company retreats, holiday parties, and launch events.
Work closely with internal accounts team
Work on multiple projects simultaneously and prioritize responsibilities
Implement ways to provide continuous improvement in the event management process
Assisting with event needs and day of events (30% travel/ 70% local)

Qualifications & Skills

1–2 years of experience in events, marketing, hospitality, or related fields (internships count)
Strong organizational and time-management skills
Excellent written and verbal communication
Comfortable multitasking and managing details across multiple projects
Proficient in Microsoft Office
Familiarity with event tools ( Eventbrite, Airtable, Dropbox, Monday.com, etc.) is a plus
Ability to lift light to moderate event materials and be on your feet during event days
Budgeting and negotiation skills
Deadline-oriented and creative problem solver
Solution Oriented
Ability to positively interact, influence and motivate vendors
Ability to work independently as well as collaboratively in a team
Ability to maintain professional standards of excellence with each event produced
Strong Attention to Detail
Strong “people” skills
Flexibility with hours (weekends, evenings) and comfort with travel (domestic)
A true team player who feels accountable
Commitment to delivering the highest client service standards
Demonstrated consistent high energy level and flexibility, pleasant persona coupled with sound judgment; flexible, discreet, and ability to maintain confidential information; knowledge of correct protocol for specific situations
Audio/visual knowledge is a plus
Bachelor’s degree preferred
Third-Party Agency Experience is a plus

Who We Are Looking For

A positive, can-do attitude with a willingness to learn
Someone who thrives in fast-paced, dynamic environments
Strong attention to detail and follow-through
A team player who is reliable, adaptable, and solution-oriented
Passion for events, experiences, and bringing ideas to life

Location: Office in Pasadena (Hybrid Work)

IMG BENEFITS PACKAGE

Company Paid National Holidays
Paid Time Off
Health Insurance
Sick Days
401(K) Retirement Plan with Company Match*
Bonus*
Volunteer Day
Free Parking
Phone stipend (monthly)
Meaningful Core Values
Terms apply