Events Coordinator - Executive Assistant

About Motum

Motum focuses on creating high-performing international teams for US-based companies. Ready to join us?

About the Role
We are seeking an experienced and highly organized Events Coordinator + Executive Assistant to join our team. This dual role is perfect for a dynamic professional who thrives in event planning and administrative support. You will be responsible for organizing unforgettable driving experiences and social events while providing comprehensive assistance to the leadership team. If you are passionate about events, enjoy working in a fast-paced environment, and have a keen eye for detail, we want to hear from you!

Your Responsibilities

Event Coordination:

• Plan, organize, and execute events, including exotic car drives, social gatherings, charity events, and exclusive member experiences.
• Oversee event logistics such as venue booking, catering, transportation, permits, and contracts.
• Collaborate with vendors, sponsors, and partners to ensure seamless execution.
• Manage event budgets, timelines, and deliverables to align with organizational objectives.
• Act as the on-site point of contact during events, ensuring smooth operations and resolving any issues that arise.
• Track and analyze post-event feedback to enhance future event planning.

Executive Assistant Duties:

• Provide comprehensive administrative and personal support to the leadership team.
• Manage executive calendars, schedule meetings, and coordinate complex travel arrangements.
• Assist with internal and external communications, including drafting emails, reports, and presentations.
• Conduct research, compile data, and prepare documents to support executive decision-making.
• Act as a liaison between the leadership team, internal departments, and external stakeholders.
• Maintain and handle sensitive and confidential information with utmost discretion.

Requirements & Qualifications

• 3+ years of experience in event coordination, hospitality, or a related field.
• Prior experience as a personal assistant or in a similar administrative role.
• Exceptional organizational and multitasking skills with acute attention to detail.
• Excellent communication and interpersonal skills, with the ability to build relationships with members, vendors, and team members.
• Ability to work flexible hours, including weekends and evenings, to support event schedules.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Trello, Asana).
• Self-motivated with the ability to work independently and collaboratively in a fast-paced, entrepreneurial environment.

Preferred:

• Familiarity with event management software and CRM tools.
• Passion for exotic cars, event planning, and creating memorable experiences.

Additional Information:

• Working Hours: Flexible, with occasional evenings and weekends for events.
• Full-Time: 40 hours per week.
• Type of Contract: Independent contractor.
• Location: WFH in San Diego