About this role
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 eventsManage communication across creators, brands, affiliates, vendors, and travel coordinatorsTrack attendance confirmations, travel arrangements, approvals, and timelinesSupport retreat preparation workflows and execution checklistsCoordinate merchandise planning across events and experiencesEnsure alignment between creators and brand partners before and during eventsMaintain documentation across planning timelines and workflowsSupport stakeholder communication throughout planning and execution phasesAssist with internal coordination across teams supporting activationsProvide executive assistant support when requiredBuild and improve repeatable systems for scaling events and retreatsEnsure a high-quality experience across all stakeholder touchpoints
Requirements
Must-Have:
Exceptional written and verbal English communication skillsStrong emotional intelligence and stakeholder management skillsProven experience coordinating events, retreats, activations, or multi-stakeholder logisticsUnderstanding of working with creators, brands, and affiliatesHighly proactive with strong ownership and execution abilityStrong attention to detail and organizational skillsAbility to manage multiple timelines simultaneouslyAbility to anticipate needs and solve problems proactivelyProfessional communication with external stakeholdersExperience working with remote teams in U.S. time zonesAbility to thrive in fast-paced environments
Nice-to-Have:
Experience coordinating influencer trips or creator retreatsExperience supporting founders or executives (EA experience)Travel logistics coordination experienceVendor management experienceAgency experience supporting brand activationsExperience within the creator economy