[Hiring] Events & Retreats Coordinator / Executive Assistant @Activate Talent

Role Description

We’re helping our client find a highly proactive Events & Retreats Coordinator / Executive Assistant to support the planning and execution of creator retreats, brand activations, and partnership experiences. This is a communication-heavy, high-ownership role where you’ll coordinate across creators, brands, affiliates, and internal stakeholders. You’ll manage multiple moving parts, from travel logistics to merchandise coordination, ensuring everything runs smoothly and delivers a high-quality experience. The ideal candidate is extremely organized, emotionally intelligent, and proactive, with the ability to anticipate needs and keep all stakeholders aligned in a fast-paced environment.

Responsibilities

• Coordinate logistics for creator retreats and brand partnership events
• Manage communication across creators, brands, affiliates, vendors, and travel coordinators
• Track attendance confirmations, travel arrangements, approvals, and timelines
• Support retreat preparation workflows and execution checklists
• Coordinate merchandise planning across events and experiences
• Ensure alignment between creators and brand partners before and during events
• Maintain documentation across planning timelines and workflows
• Support stakeholder communication throughout planning and execution phases
• Assist with internal coordination across teams supporting activations
• Provide executive assistant support when required
• Build and improve repeatable systems for scaling events and retreats
• Ensure a high-quality experience across all stakeholder touchpoints

Qualifications

• Exceptional written and verbal English communication skills
• Strong emotional intelligence and stakeholder management skills
• Proven experience coordinating events, retreats, activations, or multi-stakeholder logistics
• Understanding of working with creators, brands, and affiliates
• Highly proactive with strong ownership and execution ability
• Strong attention to detail and organizational skills
• Ability to manage multiple timelines simultaneously
• Ability to anticipate needs and solve problems proactively
• Professional communication with external stakeholders
• Experience working with remote teams in U.S. time zones
• Ability to thrive in fast-paced environments

Requirements

• Experience coordinating influencer trips or creator retreats
• Experience supporting founders or executives (EA experience)
• Travel logistics coordination experience
• Vendor management experience
• Agency experience supporting brand activations
• Experience within the creator economy