Executive Events Specialist

Name: Executive Events Specialist Location: Irvine, CA Job Posting Location - City, State: Irvine, CA Work Type: Full-time Department: Incentive Trips & Travel

Description & Requirements

Come join our family at In-N-Out Burger!  

 

We have an excellent opportunity based in our Irvine, CA office, for a highly motivated Executive Events Specialist.  This position will provide support for the Executive Events Team in coordinating In-N-Out Burger’s Owner and Family events, including preparation, organization, and support from the office and onsite, as needed.  This individual will collaborate closely with the Executive Events Team throughout the event organization process of various programs such as Corporate, Personal, Incentive and Philanthropic events.

The role requires strong organization skills, attention to detail, self-motivation, and the ability to remain calm under pressure while delivering a concierge level of customer service. Excellent communication and interpersonal skills in this role are crucial for building relationships with our teams’ customers, vendors, team members, and internal partners. The Executive Event Coordinator will handle confidential information, requiring discretion and confidentiality. Adaptability and a proactive approach to problem-solving are essential for handling the dynamic nature of events within the Executive Events Team.

*This position is 100% in office and will be based in Irvine, CA.

 

General Responsibilities:

• Responsible for complex administrative tasks to help support the Executive Event Planners – including managing on-site supplies and ordering intake, hotel room blocks management, event shadowing, meeting document preparation, Asana organization, and design/collateral needs.
• Assist with coordination of various Event needs (event organization, communication, calendaring, ordering and shipping materials, coordination and communication with internal and external partners, invoice processing & facilitating payment, attendee communication and management of supplies for the team: snacks, water, etc.)
• On-site support and concierge level service to Family/VIPs
• Assist Planners with Event research and preparation
• Assist Executive Events Manager & Team in creating presentation material for VIP Bi-Weekly Meetings, Department Meetings, etc.
• Handle & manage multiple expense reports reconciling multiple credit card accounts and charges
• Implement various process improvements for the team

Work Schedule + Benefits

• Full-time, Salaried, Exempt

• Salary Range is $63,450 - $80,000
  The above represents the expected pay range for this job requisition.  Ultimately, in determining your pay, we will consider your experience and other job-related factors.

• Office Hours: Mon-Fri, 8:00 am-5:00 pm with occasional (15%-20%)  overnight travel and weekend travel
• Excellent Benefits, to include Medical, Dental, Vision, Life Insurance, FSA’s, 401(k)/Profit Sharing Plan, Adoption Assistance, Education Reimbursement, Supplemental Health Plans and Pet Insurance

Requirements:

• High school diploma or equivalent required
• Bachelor’s degree preferred
• 4+ years of administrative support or event coordination preferred
• Proficiency with Microsoft Office 365 (Outlook, Teams, Powerpoint, Word, Excel)
• Proficiency with Asana and Concur preferred
• Strong organizat