Event Planning Assistant (Remote | Project-Based)

I’m looking for a detail-oriented, proactive freelance assistant with hands-on experience in planning company events and experiences.

I design and produce corporate retreats across Europe for remote and distributed teams - from leadership retreats to large offsites and conferences (20–200 attendees).

If you’ve completed internships at event agencies, worked in-house, or freelanced in event planning, I’d love to hear from you.

About the Role

This is a freelance, project-based, hourly-billed position.

- Hours vary depending on the project phase
- Typically between 20–60 total hours per project, spread across 6–8 months
- Some weeks may require 5–20 hours; some weeks may require 0 hours
- Flexibility is essential

This role is ideal for someone who enjoys structured work but can adapt to changing timelines.

Responsibilities

1. Venue Research & Destination Sourcing

Responsibilities:

- Venue research and pre-qualification; where applicable, reach out to venues to check availability, pricing, workshop spaces, meal areas, and overall feasibility
- Assist with budgeting and cost projections
- Creation of venue showcases presenting all key details, including dates, pricing, accommodation, workshop rooms, activities, and spaces for meals and breakouts
- Build templates and processes to improve current systems

2. Planning & Program Support

Responsibilities:

- Provide hands-on support in the preparation, execution, and follow-up of various event productions
- Design planning kits, consolidating all venue data and practical information
- Creation of a team-building activity catalog: research what’s possible in the region, liaise with vendors, gather pricing, and present clear options for the client to choose from
- Planning of transfers and shuttles based on arrival and departure information
- Development of detailed retreat agendas (hour-by-hour flow)

What I Expect

- Clear written and spoken English
- Experience in event planning (agency, in-house, or freelance)
- Comfort communicating with vendors and venues
- Negotiation skills
- Ability to organize information in a structured, clean format
- Initial experience working with vendors, venues, and diverse stakeholders
- A proactive, hands-on mindset
- Strong attention to detail

Bonus if you:

- Have worked on corporate events or retreats
- Enjoy research and logistics
- Love turning complex information into simple, beautiful presentations

If you're passionate about crafting unforgettable experiences and ready to grow I would love to hear from you! Please send me your LinkedIn profile.