Events & Retreats Coordinator / EA - 58630576485
Job Title: Events & Retreats Coordinator / Executive Assistant
Job Type: Full-time / Remote
Work Hours: PST
Job Overview:
We’re helping our client find a highly proactive Events & Retreats Coordinator / Executive Assistant to support the planning and execution of creator retreats, brand activations, and partnership experiences.
This is a communication-heavy, high-ownership role where you’ll coordinate across creators, brands, affiliates, and internal stakeholders. You’ll manage multiple moving parts, from travel logistics to merchandise coordination, ensuring everything runs smoothly and delivers a high-quality experience.
The ideal candidate is extremely organized, emotionally intelligent, and proactive, with the ability to anticipate needs and keep all stakeholders aligned in a fast-paced environment.
Responsibilities:
- Coordinate logistics for creator retreats and brand partnership events
- Manage communication across creators, brands, affiliates, vendors, and travel coordinators
- Track attendance confirmations, travel arrangements, approvals, and timelines
- Support retreat preparation workflows and execution checklists
- Coordinate merchandise planning across events and experiences
- Ensure alignment between creators and brand partners before and during events
- Maintain documentation across planning timelines and workflows
- Support stakeholder communication throughout planning and execution phases
- Assist with internal coordination across teams supporting activations
- Provide executive assistant support when required
- Build and improve repeatable systems for scaling events and retreats
- Ensure a high-quality experience across all stakeholder touchpoints
Requirements
Must-Have:
- Exceptional written and verbal English communication skills
- Strong emotional intelligence and stakeholder management skills
- Proven experience coordinating events, retreats, activations, or multi-stakeholder logistics
- Understanding of working with creators, brands, and affiliates
- Highly proactive with strong ownership and execution ability
- Strong attention to detail and organizational skills
- Ability to manage multiple timelines simultaneously
- Ability to anticipate needs and solve problems proactively
- Professional communication with external stakeholders
- Experience working with remote teams in U.S. time zones
- Ability to thrive in fast-paced environments
Nice-to-Have:
- Experience coordinating influencer trips or creator retreats
- Experience supporting founders or executives (EA experience)
- Travel logistics coordination experience
- Vendor management experience
- Agency experience supporting brand activations
- Experience within the creator economy