How to hire an event planner assistant

How to hire an event planner assistant, step by step

Here's a step-by-step event planner assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an event planner assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new event planner assistant
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your event planner assistant job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an event planner assistant for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them an event planner assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an event planner assistant that fits the bill.

   This list shows salaries for various types of event planner assistants.

   Type of Event Planner Assistant	Description	Hourly rate
   Event Planner Assistant	Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They arrange meeting locations, transportation, and other details.	$10-25
   Conference Coordinator	A conference coordinator organizes professional gatherings and meetings according to a client's needs and preferences. There are also instances where they may plan reunions, parties, and other events... Show more	$15-25
   Site Coordinator	A site coordinator is responsible for organizing special events and programs based on a client's specifications or a business's needs. Site coordinators ensure that the plan will go well by monitoring their resources, coordinating with third-party services, researching the best settings, finalizing the list of attendees, and managing the budget goals... Show more	$12-26

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Event Planning
   • Travel Arrangements
   • Corporate Events
   • PowerPoint
   • Event Management
   • Bride
   • Event Logistics
   • Event Space
   • Facebook
   • Social Events
   • Trade Shows
   • Audio Visual
   • Customer Satisfaction
   • Event Security

   Check all skills

   Responsibilities:

   • Manage and ship all marketing and advertising kits and giveaways for career fairs, on-campus presentations, final rounds and orientations.
   • Prepare group history, billing information, deposits, filing, and VIP information.
   • Ensure VIP visitors are treated according to their status/culture to include organizing meals, travel and lodging as necessary.
   • Design posters and presentation using PowerPoint to increase attendees.
   • Develop agenda and itinerary, organize and procure all speaker biographies and materials and logistics for successful program execution.
   • Co-developed marketing collateral and media programming for NBA events.

3. Make a budget

   Including a salary range in your event planner assistant job description is one of the best ways to attract top talent. An event planner assistant can vary based on:

   • Location. For example, event planner assistants' average salary in arkansas is 58% less than in new jersey.
   • Seniority. Entry-level event planner assistants 58% less than senior-level event planner assistants.
   • Certifications. An event planner assistant with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in an event planner assistant's salary.

   Average event planner assistant salary

   $16.71hourly

   $34,748 yearly

   ---

   Entry-level event planner assistant salary

   $22,000 yearly salary

   Updated December 17, 2025

4. Writing an event planner assistant job description

   An event planner assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an event planner assistant job description:

   Event planner assistant job description example

   Mercy Medical Center is looking for a Discharge Planner Assistant to join our mission-driven team. We are a member of the Trinity Health Of New England family bringing compassionate care to our communities.
   
   This person is responsible for facilitating discharges by working collaboratively with the Inpatient Care Coordinator/Discharge Planner and Utilization Review.
   **_Top Reasons to Work at Trinity Health of New England:_**
   
   + Great benefits
   
   + Competitive pay
   
   + Mission-Driven Team Environment
   
   **_Work Hours/Shift:_**
   
   + Full-Time, 1st Shift
   
   **_You Will Be Responsible For_** :
   
   + **Exceptional Patient Care:** Assists Inpatient Care Coordinator and Discharge Planner in communicating with insurance companies, placing and updating Allscripts referrals, and other support functions.
   
   + **Active Teamwork:** Collaborates daily with the Inpatient Care Coordinators and Discharge Planner regarding anticipated discharges and attends multidisciplinary rounds on the inpatient units. Works closely with Inpatient Care Coordinator and/or Discharge Planner to ensure the patients prompt return to the nursing home when the patient is medically stable. Coordinates and arranges transportation for the patient's return and verifies insurance authorization needs to determine requirements for return to nursing home.
   
   + **Excellent Communicator:** Alerts all appropriate staff members when patients have been accepted to homecare, rehab and DME, etc. and provides transport times to staff when arranged. Coordinates patient discharges in a timely fashion to facilitate improved patient flow and notifies the Inpatient Care Coordinator, UR Nurse and/or Discharge Planner of any potential delays in moving the patient through the continuum.
   
   + **Case/Care Management** Identifies and helps facilitate authorizations by working collaboratively with Inpatient Care Coordinator and/or Discharge Planner and prioritizes needs for the day. Maintains good relationships with external payers and communicates confidential information effective and efficiently.
   
   **_Requirements_** :
   
   + High school graduate or equivalent. Associate's degree preferred. Medical Assistant Certification preferred.
   
   + Previous care coordination and utilization review preferred. Must have knowledge of medical terminology and possess excellent spelling and grammatical skills. Ability to adequately use the department's computerized systems and its associated devices.
   
   + Excellent interpersonal skills are required in dealing with patients, co-workers, insurance companies, physicians, ancillary departments and payers. Demonstrates effective teamwork by interacting in a positive manner with colleagues and creating a collaborative work environment. Initiates open communication, conveys positive intent, offers assistance. Must possess excellent telephone etiquette skills and be committed to providing excellent customer service.
   
   + Ability to interpret data in situations where the problems are moderately complex, and coordinate the activities of the department. Demonstrated ability to manage and prioritize multiple activities while working in a fast-paced environment.
   
   + Contributes to a safe and secure environment for patients, visitors and colleagues by following established procedures and protocols.
   
   + Must be detail-oriented and have a high degree of organizational skills. Demonstrated ability to sets priorities and demonstrates flexibility in own assignment and work schedule.
   
   **_About Trinity Health Of New England:_**
   
   Trinity Health Of New England is an integrated health care delivery system that is comprised of world-class providers and facilities dedicated to full spectrum preventative, acute, and post-acute care. We aim to deliver top level care to increase our community's overall health at lower costs. While we serve nearly 3 million people, we are proud to be a part of a national system that focuses on putting our patients first and having the best colleagues to do so.
   
   Trinity Health Of New England benefits include health insurance, adoption assistance, tuition reimbursement, paid vacation, sick time, and professional advancement just to name a few.
   
   Employees can also take advantage of extra benefits specific to each hospital.
   
   **Step up to your potential. Write your story and apply today!**
   
   **Our Commitment to Diversity and Inclusion**
   
   Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.
   
   Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right event planner assistant for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your event planner assistant job on Zippia to find and recruit event planner assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting event planner assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new event planner assistant

   Once you've found the event planner assistant candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new event planner assistant. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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