Assistant Event Production Manager

HSH Group / The Peninsula Hong Kong; Carmel (IN); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is looking for a detail-driven Assistant Event Producer to join their dynamic team. This exciting role involves supporting the planning and execution of high-profile automotive events, such as the prestigious Quail Rally. Ideal candidates will thrive in fast-paced environments and possess a passion for luxury events and logistics. You'll coordinate logistics, manage vendor relationships, and assist in creating production documents. With exceptional medical benefits and opportunities for growth within a strong hospitality operation, this position is perfect for someone eager to make an impact in the luxury automotive world.

Benefits

Exceptional medical benefits

Employee discounts on Lodge services

Employee discounts on Golf services

Employee discounts on Dining services

Qualifications

• 2+ years of experience in event planning and coordination.
• Familiarity with high-end automotive brands and car culture.

Responsibilities

• Support the Event Producer in executing luxury automotive events.
• Coordinate logistics such as venue sourcing and hospitality.

Skills

Event Planning

Logistics Coordination

Vendor Liaison

Budget Management

Communication Skills

Education

High School Diploma

College Degree

Tools

Adobe Creative Suite

Canva

Job description

We are seeking a detail-driven and enthusiastic Assistant Event Producer to support the planning, coordination, and execution of high-profile automotive events, including the prestigious Quail Rally. This role is ideal for someone with a passion for events, logistics, and the luxury automotive world, and who thrives in fast-paced, high-touch environments.

• Work for a highly prestigious hotel located in sunny Carmel Valley, California.
• Learn and grow within a strong hospitality operation.
• Exceptional medical benefits, Employee discounts on Lodge, Golf, and Dining services.

Key Accountabilities

• Support the Event Producer in executing luxury automotive events, with a focus on planning and producing The Quail Rally and related activations.
• Coordinate logistics such as venue sourcing, hospitality, route planning, and vehicle management.
• Liaise with vendors, production teams, venue representatives, and sponsors to ensure seamless execution.
• Assist with the creation of production documents, including timelines, run-of-show schedules, contact lists, and site maps.
• Participate in on-site event setup, operations, and breakdown—handling everything from signage to hospitality services.
• Manage participant communications, including registration, itineraries, and pre-event materials.
• Help monitor and manage budgets, vendor contracts, and invoicing.
• Conduct site visits and assist with securing permits, insurance, and compliance documentation.
• Provide general administrative support including notetaking, tracking assets, and organizing event materials.
• Contribute to post-event reporting and recaps.

General Requirements

• Experience working on automotive rallies, shows, or luxury brand activations.
• Familiarity with Adobe Creative Suite, Canva, or other design tools.
• Knowledge of car culture and high-end automotive brands is a strong asset.
• High School Diploma Required, College Degree preferred
• 2+ years of experience with event planning
• Experience in catering and events
• Experience in hospitality industry
• Must be able to work early morning, day, weekend and holiday shifts as needed
• Must have possess a high level of confidentiality