Event Planning Assistant

The Fire Society, LLC is composed of three hospitality brands:
Foxtail Catering and Events, Radish, and Tonic Beverage Catering. The Event Planning Assistant provides administrative and logistical support to the Foxtailevent planning team, helping keep events organized and on track behind the scenes.

This is a support role rather than a planning role: the Event Planning Assistant does not serve as a client-facing or onsite event lead, does not independently manage or execute events, and does not hold responsibility for an event's overall success. Instead, the Event Planning Assistant handles the recurring logistical tasks that keep planners moving - placing and tracking rental orders, building floor plans to a planner's specifications, scheduling meetings, sending initial vendor inquiries, and handling small day-to-day orders such as coffee for client or internal meetings - all under the direction of the planning team.

Including, but not limited to…

• Assist with proposal updates and revisions at the direction of the Event Planner, ensuring changes are entered accurately and versions stay consistent.
• Submit requests to Asana as directed by the Event Planner.
• Place initial rental orders as directed by the planner, and track and relay revisions through to finalization.
• Build and update floor plans and diagrams to the planner's specifications for review and approval.
• Keep rental order details and floor plan versions current in Total Party Planner (TPP) under the planner's direction.
• Send initial vendor inquiry emails (availability, general pricing) on behalf of planners; planners handle negotiation, selection, and final confirmation.
• Track and organize vendor responses so planners can compare options efficiently.
• Help assemble vendor documentation (COIs, W9s) for the planner's review.
• Make sure all current vendor pricing is updated in proposals.

• Schedule internal planning meetings, client calls, and vendor check-ins as requested by planners.
• Prepare and distribute agendas and notes for planning or production meetings when asked.

• Prepare and update pack lists for events under a planner's direction.
• Draft and send routine operations emails (e.g., logistics confirmations, run-of-show distribution) as directed.
• Submit signage and design requests and track them through to delivery.
• Place custom orders (e.g., compo stables, displays, signage etc. ) as directed by the planner.
• Help coordinate client tastings, including scheduling and logistics support.

• Place routine orders such as coffee or light catering for client meetings and internal team needs.
• Maintain organized digital files in Google Drive, checklists, and templates for the planning team.
• Take on ad hoc administrative projects as directed by the Associate Event Planners or Event Planning Team.

• Highly organized with strong attention to detail and the ability to manage several small tasks at once.
• Clear, professional written and verbal communication for scheduling and routine vendor correspondence.
• Comfort and experience with Microsoft Word, Excel, and Google Sheets.
• Willingness to learn and work with new software, including the TPP platform.
• Reliable and punctual, with a proactive, can-do attitude.
• A team player who takes direction well and asks questions when needed.
• Professional and approachable, representing TFS brands accurately in all communications.

• Prior administrative, hospitality, or events-adjacent experience is a plus; this is an entry-level support role and candidates with 0-1 years of experience are welcome to apply.
• A valid California Food Handler Card is preferred.