executive assistant

Evolutionary Events Inc.; Tampa (FL); On-site; USD 40,000 - 60,000; Full time

Job summary

Evolutionary Events is seeking an experienced Assistant & Office Guru to join our Tampa team in-office. You will manage executives' calendars, travel, and priorities while acting as a creative partner—supporting sales, coordinating VIP schedules, and providing behind-the-scenes event support for speakers and rehearsals.

You’ll thrive as a proactive, trusted partner who helps the team stay organized, meet tight deadlines, and maintain our flat, family-style culture.

Qualifications

• 5-7+ years in high-level support, coordination or hospitality roles
• Proactive, forward-thinking with a track record of solving problems
• Strong experience managing complex domestic and international travel
• Comfortable supporting sales and client-facing work (proposals, site sourcing, contracts)

Responsibilities

• Manage leadership calendars, priorities, and daily workflow
• Serve as trusted right hand, coordinating with staff, clients, and VIPs
• Provide sales, client development, and business initiative support
• Coordinate VIP and client schedules, travel, and logistics
• Provide hands-on event planning support and troubleshoot onsite issues
• Support onboarding of new staff and maintain discreet handling of sensitive information

Skills

Calendar management

Travel coordination

Event planning

Sales support

Discretion

Professional communication

Microsoft Office

Team collaboration

Proactive problem-solving

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Assistant & Office Guru|Tampa, FL (In-Office)

Evolutionary Events

About Evolutionary Events

Evolutionary Events is a boutique, full-service meeting, event, and destination management company (DMC) known for our creativity, agility, and exceptional client service. We're small and mighty - a close, flat team without layers of hierarchy or ego, where everyone rolls up their sleeves and pitches in. We deliver flawless execution for high-profile programs - sales meetings, incentives, tradeshows, customer experiences, and user conferences - for clients across the globe. We operate like a family: we move fast, trust each other, and go the extra mile for our clients and for one another.

Position Summary

We're looking for a strong, experienced Assistant who is part right hand, part planner, and part office guru. This person will support our leadership and team - managing calendars, travel, priorities, and details - while also stepping directly into the business as a creative partner: supporting sales, coordinating VIP and client schedules, managing travel for leadership, staff, Travel Directors (TDs), and VIP clients, and providing hands-on behind the scenes production support for speakers and rehearsals.

This is not a behind-the-desk-only role. The right person thinks ahead, spots what's needed before being asked, and genuinely enjoys being in the mix - whether that's onsite supporting an event or building a proposal at 9pm before a client call. Above all, we need someone we can trust implicitly: a true partner to the team, not an ego and not a solo operator, who represents Evolutionary Events with judgment, discretion, and warmth.

What You'll Do

• Manage leadership's calendars, priorities, and daily workflow - anticipating needs before they're voiced
• Serve as a trusted right hand and point of contact, representing the team professionally with staff, clients, and VIPs
• Provide creative and organizational support across sales, client development, and business initiatives
• Support sales efforts including site sourcing, proposal development, and contract negotiation with hotels and clients
• Coordinate schedules and logistics for VIPs, clients, staff, and Travel Directors (TDs)
• Manage complex domestic and international travel for leadership, staff, TDs, and VIP clients - flights, hotels, transfers, tours, dining, and billing
• Provide hands-on event planning support/coordination and troubleshooting
• Partner closely with the team to coordinate meetings, projects, and deadlines - proactively flagging issues and solutions
• Manage sensitive documents, reports, and correspondence with discretion and precision
• Support onboarding of new staff, including equipment setup, introductions, and office orientation
• Help maintain and strengthen the company's collaborative, flat, family-style culture

What You Bring

• 5-7+ years of experience in a high-level support, coordination, or hospitality role - hospitality or events industry experience strongly preferred
• A genuine partner mindset - someone who thinks 'we,' not 'me,' and lifts up the team rather than working solo or seeking the spotlight
• Highly proactive and forward-thinking, with a track record of solving problems before they become problems
• Strong experience managing complex domestic and international travel
• Comfortable supporting sales and client-facing work - proposals, site sourcing, and contract negotiation
• Experience with or strong aptitude for event/production support, including onsite general session and rehearsal logistics
• Exceptional organizational skills with the ability to juggle multiple priorities and tight deadlines without missing details
• Excellent written and verbal communication skills, with a polished, professional presence
• Absolute discretion and trustworthiness in handling confidential and sensitive information
• High-energy, positive, and calm under pressure - someone who is steady when things get chaotic
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Willingness to travel and to work flexible hours, including evenings and weekends, as programs require

Why Join Us

You'll work side by side with a close-knit, flat team that treats each other like family - no layers, no ego, just people who trust each other and get things done. This role offers real trust, real influence, and real variety - no two days look the same, and your judgment and creativity will genuinely shape how we work.

This is a full-time, in-office position based in Tampa, FL.