Assistant Destination Wedding & Events Coordinator

Assistant to a Luxury Destination Wedding & Events Coordinator

Location:  Almancil, Algarve, Portugal

Employment period:  6 Months trial

Company:  Weddings by Rebecca

About the Role

Weddings by Rebecca is seeking an organised, enthusiastic and highly motivated assistant to support our Luxury Destination Wedding & Events Coordinator.

The successful candidate will assist with the planning and delivery of luxury destination weddings and multi-day celebrations across the Algarve. This is a varied, hands-on role involving administration, client and supplier communication, event preparation and support during live events.

Success in this position means remaining organised, anticipating what the coordinator and wider team may need, completing tasks accurately and helping ensure that every wedding is delivered smoothly and to the highest standard.

Responsibilities

• Provide daily administrative and operational support to the Wedding & Events Coordinator.
• Assist with client, venue and supplier communication.
• Help prepare and update wedding timelines, supplier schedules, event briefs and guest information.
• Maintain accurate wedding files and planning documentation.
• Track outstanding information, decisions, payments and supplier requirements.
• Assist with venue visits, menu tastings, supplier meetings and wedding rehearsals.
• Help coordinate transport, entertainment, catering, stationery, production, décor and other event logistics.
• Confirm supplier timings and ensure they receive the correct event information.
• Assist with the preparation, packing and organisation of wedding-day materials.
• Support venue setup and styling before each event.
• Welcome and direct suppliers as they arrive onsite.
• Assist the coordinator throughout the wedding day, ensuring the timeline runs smoothly.
• Help resolve last-minute requests calmly and professionally.
• Support the wider team with general administrative and event-related duties throughout the wedding season.
• Maintain the high level of presentation, discretion and client care expected by Weddings by Rebecca.

Qualifications

• Previous experience in events, weddings, hospitality, administration or luxury customer service is preferred.
• Excellent written and verbal communication skills.
• Fluent English is essential; Portuguese would be highly advantageous.
• Strong organisational skills and exceptional attention to detail.
• A positive, proactive and solutions-focused attitude.
• Ability to follow instructions while also using initiative.
• Comfortable working in a fast-paced environment and managing changing priorities.
• Professional, approachable and confident when communicating with clients and suppliers.
• Proficient in Microsoft Office and Google Workspace; experience with Aisle Planner would be beneficial.
• Flexible availability, including early mornings, evenings, weekends and wedding days.
• A valid driving licence and access to a vehicle are preferred.
• Must be based in, or able to commute reliably to, the Algarve.

What We Offer

• The opportunity to gain hands-on experience in luxury destination wedding planning.
• Experience working on beautiful weddings and multi-day celebrations across the Algarve.
• The chance to work alongside established venues, suppliers and creative professionals.
• A varied role combining administration, planning and live event coordination.
• A supportive, creative and fast-paced working environment.
• Opportunities to develop within an established destination wedding-planning company.

To apply, please send your CV and a short introduction outlining your relevant experience and why you would like to join Weddings by Rebecca.