Event Production Assistant

About Us:

Raúl Àvila Inc is a high end event production company that specializes in décor and floral design, servicing clients in the fashion industry. Known most widely for designing the décor for the Metropolitan Museum of Art's annual Costume Institute Gala, Raúl Àvila Inc produces events on any scale from small dinner gatherings to elaborate benefits and weddings to fashion shows. Raúl Àvila and his team bring vision to reality with ease, instilling a sense of calm that is valued by clients in the fast-paced world of special events.

Position Overview:

We are seeking a highly organized, detail-oriented, and proactive Event Production Assistant to join our dynamic team. As an Event Production Assistant, you will play a crucial role in supporting our event planning and production process, ensuring all aspects run smoothly from start to finish. This position requires experience in event production, strong calendar management skills, and the ability to handle a high volume of tasks with discretion. You will work closely with high-profile clients, assisting in venue bookings, scheduling, logistics, and communication to bring their visions to life.

Key Responsibilities:

• Venue Booking & Vendor Coordination: Assist with sourcing and booking venues that align with the client’s needs and event vision. Liaise with vendors and ensure all service providers are confirmed and on schedule.
• Calendar Management: Oversee and maintain event calendars, coordinating dates for meetings, site visits, and final event day schedules. Ensure that all logistics and timelines are organized and updated regularly.
• Client Relations: Serve as a point of contact for high-profile clients, ensuring their needs are met with professionalism and discretion. Maintain confidentiality in all communications and dealings.
• Logistical Support: Provide on-site and off-site logistical support during events, ensuring the smooth flow of activities and problem-solving on the spot as necessary.
• Event Preparation & Execution: Assist in all stages of event preparation, including the production process, staffing, and coordination of event day details.
• General Administrative Support: Handle administrative duties such as preparing contracts, taking notes during meetings, and maintaining event documentation.

Requirements:

• Experience: Minimum of 2-3 years in event production, with experience working with high-profile clients and in high-pressure environments.
• Organization & Time Management: Strong organizational skills and ability to manage multiple projects simultaneously with competing deadlines.
• Communication & Discretion: Excellent verbal and written communication skills with a high level of professionalism. Ability to manage sensitive and confidential information with discretion.
• Tech-Savvy: Proficiency in Microsoft Office Suite and experience using event management tools or platforms. Familiarity with calendar management software is a plus.
• Problem-Solving & Attention to Detail: Quick on your feet with a keen eye for detail to ensure events are executed seamlessly.
• Flexibility & Adaptability: Ability to work flexible hours, including evenings and weekends, depending on the event schedule.
• Passion for Events: A genuine interest in the events industry with a passion for producing flawless experiences.

Why Join Raul Avila, Inc.:

• Work with a talented and passionate team at the forefront of luxury event production.
• Gain experience working with high-profile clients in an exciting and fast-paced environment.
• Opportunities for growth and professional development within a creative and high-energy company.

If you are passionate about event production and thrive in a fast-paced, client-focused environment, we’d love to hear from you! Apply today by submitting your resume and a cover letter detailing why you would be a great fit for this role.

About Us:

Raúl Àvila Inc is a high end event production company that specializes in décor and floral design, servicing clients in the fashion industry. Known most widely for designing the décor for the Metropolitan Museum of Art's annual Costume Institute Gala, Raúl Àvila Inc produces events on any scale from small dinner gatherings to elaborate benefits and weddings to fashion shows. Raúl Àvila and his team bring vision to reality with ease, instilling a sense of calm that is valued by clients in the fast-paced world of special events.

Position Overview:

We are seeking a highly organized, detail-oriented, and proactive Event Production Assistant to join our dynamic team. As an Event Production Assistant, you will play a crucial role in supporting our event planning and production process, ensuring all aspects run smoothly from start to finish. This position requires experience in event production, strong calendar management skills, and the ability to handle a high volume of tasks with discretion. You will work closely with high-profile clients, assisting in venue bookings, scheduling, logistics, and communication to bring their visions to life.

Key Responsibilities:

• Venue Booking & Vendor Coordination: Assist with sourcing and booking venues that align with the client’s needs and event vision. Liaise with vendors and ensure all service providers are confirmed and on schedule.
• Calendar Management: Oversee and maintain event calendars, coordinating dates for meetings, site visits, and final event day schedules. Ensure that all logistics and timelines are organized and updated regularly.
• Client Relations: Serve as a point of contact for high-profile clients, ensuring their needs are met with professionalism and discretion. Maintain confidentiality in all communications and dealings.
• Logistical Support: Provide on-site and off-site logistical support during events, ensuring the smooth flow of activities and problem-solving on the spot as necessary.
• Event Preparation & Execution: Assist in all stages of event preparation, including the production process, staffing, and coordination of event day details.
• General Administrative Support: Handle administrative duties such as preparing contracts, taking notes during meetings, and maintaining event documentation.

Requirements:

• Experience: Minimum of 2-3 years in event production, with experience working with high-profile clients and in high-pressure environments.
• Organization & Time Management: Strong organizational skills and ability to manage multiple projects simultaneously with competing deadlines.
• Communication & Discretion: Excellent verbal and written communication skills with a high level of professionalism. Ability to manage sensitive and confidential information with discretion.
• Tech-Savvy: Proficiency in Microsoft Office Suite and experience using event management tools or platforms. Familiarity with calendar management software is a plus.
• Problem-Solving & Attention to Detail: Quick on your feet with a keen eye for detail to ensure events are executed seamlessly.
• Flexibility & Adaptability: Ability to work flexible hours, including evenings and weekends, depending on the event schedule.
• Passion for Events: A genuine interest in the events industry with a passion for producing flawless experiences.

Why Join Raul Avila, Inc.:

• Work with a talented and passionate team at the forefront of luxury event production.
• Gain experience working with high-profile clients in an exciting and fast-paced environment.
• Opportunities for growth and professional development within a creative and high-energy company.

If you are passionate about event production and thrive in a fast-paced, client-focused environment, we’d love to hear from you! Apply today by submitting your resume and a cover letter detailing why you would be a great fit for this role.