Events Administrative Assistant

Pocketbook Agency; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Pocketbook Agency is seeking an Events Administrative Assistant to support a fast-paced events and production team with essential administrative duties behind the scenes.

You will handle invoicing, scheduling, contractor payments, insurance, and calendar management, with travel required for on-site events in NYC, Los Angeles, and other locations. Open to candidates based in NYC and able to travel.

Qualifications

• 1–3 years of experience in office management, executive assistant work, agency support, or event production.

Responsibilities

• Manage invoicing and billing across active client accounts
• Handle 1099 processing for contractors
• Track and file insurance documents (auto, comp, and event-specific policies)
• Support tax filing tasks tied to team operations
• Manage calendars across multiple team members and time zones
• Schedule some client-facing meetings, including dinners tied to events
• Travel to on-site events when needed
• Adapt quickly when pulled into tasks outside your core scope

Skills

Strong organizational skills

Attention to detail

Ability to work under pressure

Willingness to travel

Office management experience

Job description

An event management company is looking for an Events Administrative Assistant. You will support a fast-paced events and production team through administrative work behind the scenes. This role handles the operations that keep the business running: invoicing, scheduling, contractor payments, insurance, and calendar management.

Travel is required. You will be onsite for events in New York and Los Angeles, and other various locations.

This role is open to candidates who are based in NYC.

Responsibilities

• Manage invoicing and billing across active client accounts
• Handle 1099 processing for contractors
• Track and file insurance documents (auto, comp, and event-specific policies)
• Support tax filing tasks tied to team operations
• Manage calendars across multiple team members and time zones
• Schedule some client-facing meetings, including dinners tied to events
• Travel to on-site events when needed
• Adapt quickly when pulled into tasks outside your core scope

Requirements

• 1 to 3 years of experience in office management, executive assistant work, agency support, or event production
• Strong organizational skills. You notice gaps and fix them without waiting for instructions
• Comfort with fast pace and pressure. Events move fast, and one mistake can cause a chain reaction
• Thick skin. You take feedback well and don't take it personally
• Flexibility outside standard business hours, especially around event dates
• Familiarity with insurance terminology (auto, comp) and event logistics is a plus, even at an internship level
• Willingness to travel for on-site event days

Compensation and Structure

• Some events require multiple days on-site: setup, event day, and strike, each paid separately

Location

Open to candidates in NYC and requires travel to events.

Who Thrives Here

You want a role with real ownership, not a 9-to-5 routine. You stay calm under pressure and don't get rattled by last-minute changes.

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.