Events & Administrative Assistant

Kaleo Marketing, Inc.; Torrance (CA); On-site; USD 28,929 - 39,950; Part time

Job summary

Kaleo Marketing, Inc. is seeking an Events & Administrative Assistant to support event planning, marketing, and day‑to‑day administrative tasks in the office.

The role includes researching events for Southern California markets, maintaining calendars, contacting promoters, submitting applications, and coordinating social media content. This part‑time, in‑office position requires strong organizational skills, reliable communication, and the ability to multitask in a dynamic environment.

Qualifications

• Professional verbal and written communication with strong organizational and project management skills.
• Timely communication with event or venue partners and clients, meeting deadlines.
• Ability to multitask and prioritize in a fast-paced, multi-faceted environment and work well under pressure.
• Excellent internet search and research abilities.
• Teamwork and collaborative mindset in a fast-paced team environment.
• Proficiency with MS Office Suite (Excel and Word).
• Positive, professional attitude and reliability.
• Physical labor: occasional lifting up to 50 lbs.

Responsibilities

• Events Management: identify events for San Diego, LA and Orange County markets.
• Add prospective events to our calendar and contact event promoters for details.
• Submit event applications via email and platforms (Eventhub, Evently, Eventbrite).
• Manage and update company databases and event spreadsheets.
• Organize files in Google Drive and share event information with regional teams.
• Oversee inventory and restock equipment and supplies for events.
• Coordinate insurance certificates and vendor documentation.
• Create and publish content for social media and internal newsletters.

Skills

Verbal Communication

Written Communication

Organizational Skills

Project Management

Multitasking

Research Skills

Teamwork

Deadline Management

MS Office Suite

Internet Research

Tools

MS Excel

MS Word

Google Apps

Job description

Events & Administrative Assistant

We are seeking a highly motivated Administrative and Events & Marketing Assistant.

This is a part time, in office position. Working Tuesday, Wednesday & Friday.

Job Responsibilities:

• Events Management:
• Conduct market research to identify new opportunities: researching events for San Diego, Los Angeles and Orange County Markets
• Adding prospective events to our calendar
• Making initial contact with event promoters to gather detailed information and applications
• Completing and submitting event applications via email and various event platforms (Eventhub, Evently, Eventbrite etc.)
• Administration (events related):
• Manage and update company databases: updating various event spreadsheets
• Filing documents into folders in our Google drives
• Communicating event information to San Diego, LA and Orange County teams
• Inventory: Managing and restocking equipment and event related supplies
• Requesting and submitting certificates of insurance
• Support the team in daily administrative tasks
• Create, edit and publish content for social media and internal email marketing (newsletters, Instagram, Facebook and website posts)
• Assist marketing management with schedule creation and distribution
• Distribute event credentials to marketing teams
• Prepare materials for new hire training, including marketing collateral binder assembly

Required Skills:

• Professional and effective verbal and written communication with strong organizational and project management skills
• Timely communication with event or venue partners and clients while adhering to deadlines and timelines
• Ability to multitask and prioritize work effectively in a fast‑paced, multi‑faceted, creative environment and must be able to work well under pressure
• Excellent ability to navigate the internet and utilize search engines
• Teamwork: ability to work collaboratively in a fast paced team oriented environment and open to different perspectives and ideas
• Proficiency in MS Office Suite: specifically MS Excel & MS word
• Positive, professional attitude with professionalism and reliability
• PHYSICAL LABOR: occasional lifting, carrying and sorting/organizing of items and equipment to and from our storage units, offices and event venues will be required. We estimate that our heaviest equipment can weigh up to 50 lbs.

Preferred Skills:

• Tech Savvy
• Familiarity with Gmail and Google applications
• Logistical skills: understanding of event logistics including venue selection
• Familiarity with event management software and online applications (Eventhub, Evently, Eventbrite etc.)

Bonus Skills

• Design Skills: basic knowledge of graphic design software
• Creative thinking and ability to contribute to event themes and concepts
• Experience managing event budgets and negotiating with vendors
• Venue Coordination

Compensation

$25/hour