Event Design Assistant

Interested in working at A Fare Extraordinaire? We’d love to hear from you because we’re hiring!

Interested in working at A Fare Extraordinaire?

We’d love to hear from you

because we’re hiring!

or download an application here and email it to [email protected]

Event Design Assistant

The Event Design Assistant will support the Event Designer and collaborate with The Revaire and A Fare Extraordinaire sales teams to help bring event designs from concept through execution. This role assists with design boards, vendor sourcing and orders, event details, administrative organization, and on-site installations. The ideal candidate is creative, highly organized, detail-oriented, and excited to develop their knowledge of event design, vendors, venues, and production. The Event Design Assistant reports to the Director of Operations, with daily responsibilities and priorities directed by the Event Designer.

For best consideration, please send your 1-page resume and introductory email to [email protected] with the subject line, “I read the Event Design Assistant job description on afehouston.com”

RESPONSIBILITIES

Event Design & Creative Development

• Assist the Event Designer with developing creative and cohesive event designs
• Create and update design boards in Canva
• Source rental items, décor, linens, furniture, paper goods, and other design elements
• Assist with customizable items, day-of-event items, and paper goods
• Help ensure designs and selections are consistent with client expectations and brand standards
• Maintain organized samples, design materials, and event inspiration
• Stay current on event, fashion, and design trends

Client & Sales Collaboration

• Prepare materials and samples for client design meetings
• Attend client design meetings and site visits as needed
• Assist with documenting selections, changes, and follow-up items from meetings
• Communicate event design details and updates internally with the Event Designer and sales teams
• Help ensure design information is organized and available to the appropriate team members

Vendor Management & Industry Knowledge

• Request vendor quotes, availability, product information, and samples
• Assist with placing vendor orders as directed by the Event Designer
• Track vendor orders, confirmations, revisions, and delivery information
• Reconfirm event orders prior to event dates
• Maintain current knowledge of vendor products, inventory, and offerings
• Help maintain organized vendor contacts and resources
• Develop knowledge of Houston-area rental, floral, AV, tenting, lighting, and production vendors

Event Execution & Logistics

• Assist with event installations and breakdowns
• Help coordinate and receive vendor deliveries during load-in
• Confirm delivered items against event orders and communicate discrepancies
• Assist with placement and styling of event design elements
• Help ensure design details are properly executed and maintained throughout installation
• Develop knowledge of Houston-area venues, including loading procedures, access requirements, and venue specifications

Systems & Administration

• Ensure design information is accurately entered and maintained in Caterease database
• Receive, review, and upload confirmed vendor tickets to Caterease files
• Maintain organized digital and physical files for each event
• Track deadlines, outstanding orders, approvals, and event-related follow-up
• Assist with vendor payment documentation and coordination with Accounting
• Maintain organized daily, weekly, and monthly task lists and reprioritize as event needs change

Marketing & Brand Alignment

• Communicate event photography opportunities to the Event Designer and Marketing
• Develop Canva and graphic design skills to better support design needs
• Help identify completed events and design details that may be valuable for marketing content

Organization & Professional Practices

• Work efficiently within established deadlines
• Demonstrate strong attention to detail and follow-through
• Manage multiple events and priorities simultaneously
• Communicate proactively when questions, changes, or challenges arise
• Collaborate with coworkers across departments to support successful events
• Maintain a professional and positive presence with clients, vendors, and coworkers

SKILLS & EXPERIENCE

• Event, hospitality, design, or related experience preferred
• Strong interest in event design and willingness to learn
• Highly organized with strong attention to detail
• Ability to manage multiple projects and deadlines
• Strong written and verbal communication skills
• Comfortable working collaboratively in a fast-paced environment
• Experience with Canva preferred
• Experience with Adobe Photoshop, Illustrator, or InDesign is a plus
• Familiarity with Houston venues and event vendors is a plus
• Ability and willingness to participate in physical event installations and breakdowns

DESCRIPTION OF PACKAGE

• This is a full-time, salaried, exempt position
• Office hours are Monday – Friday, 9 AM – 5 PM
• Nights and weekend work required based on event schedule
• Health, vision, dental and life insurance, PTO, mileage and cell phone reimbursement, and 401K matching offered