Special Events Assistant in Diamond Bar, California at Specialty Equipment Market Association

ORGANIZATION OVERVIEW:

The Specialty Equipment Market Association (SEMA) and Performance Racing Industry (PRI) together represent the heart of the automotive aftermarket and motorsports industries. United by a passion for cars, trucks, SUVs, and racing of every kind, these organizations support a vibrant global marketplace that spans performance parts, advanced racing technologies, restoration, restyling, and the full spectrum of specialty automotive innovation.

SEMA is a dynamic, business-minded nonprofit trade association made up of manufacturers, distributors, retailers, builders, publishers, race teams, and more—an industry ecosystem powering a nearly $53-billion-a-year retail market. Through industry-leading programs, advocacy, research, and world-class events—including the annual SEMA Show, one of the largest automotive trade shows in the world—SEMA helps its members grow, innovate, and succeed.

PRI extends this influence into the global racing marketplace. Since 1986, PRI has been the premier source of business intelligence, cutting-edge technology insights, and community connection for racing professionals. The annual PRI Trade Show in Indianapolis brings together over 1,000 exhibiting companies and thousands of racing stakeholders across every major discipline, supported by PRI’s industry-leading advocacy, media platforms, education programs, and year-round engagement.

Together, SEMA and PRI fuel the success of thousands of businesses, connect industry professionals worldwide, and preserve and grow the future of automotive performance and racing.

JOB PURPOSE:

The Special Events Assistant plays an essential role in supporting the planning, logistics, and execution of SEMA’s diverse portfolio of events and programs. This position provides hands-on assistance with a wide range of event elements—including venue research, vendor coordination, registration, scheduling, and on-site logistics—ensuring events run smoothly under the guidance of the Events Managers. This is a great opportunity for a highly organized, detail-oriented team player who is excited to grow in the events industry and gain exposure to high-profile projects. The assistant helps bring event concepts to life, contributes to a polished guest experience, and supports seamless collaboration across the Events team and other departments.

KEY RESPONSIBILTIES:

• Leadership Role: Provide direct support to Special Events Managers with project planning, budgeting, and execution of key tasks. Help lead the Special Events Assistant by offering guidance, delegating responsibilities, and ensuring alignment across event activities. Act as the onsite lead during events when delegated by Special Events Managers.
• SEMA Show Specific:
  • SEMA Show Event Scheduling: Coordinate and maintain the SEMA Show activity schedule, working alongside both external and internal stakeholders.
  • SEMA Show Event Work Orders: Manage and monitor work orders for internal stakeholders and ensure timely updates and submissions.
  • Staff Coordination: Audit the SEMA Show Staff Rooming List and Staff Schedule with HR.
• Food & Beverage & AV Management: Lead coordination of large-scale food & beverage and AV selections, create estimates, and support F&B budget tracking.
• Marketing Collaboration: Act as liaison with the marketing team & Event Managers to align all event materials with branding, budgets, and deadlines.
• Rooming & Logistics: Partner with Event Manager on the coordination of staff and guest room assignments and manage logistics related to accommodations.
• Financial Tracking: Oversee processing deposits, invoices, final billing, and expense reconciliation on large-scale events. Assist the Coordinator with the execution of financials for small-scale events.
• PO Management: Oversee purchase orders for event-related expenses, ensuring proper tracking and budget compliance.
• Registration Management: Manage event registration process from landing page to onsite execution. Will oversee and train onsite registration staff.
• Venue Research & Selection: Lead the research and recommendation of offsite venues for events such as dinners, receptions, spouse gatherings, and large-scale productions.
• Project Planning: Collaborate on the development of detailed annual project plans and ensure deadlines are met.
• Innovation & Solutions: Contribute creative ideas to enhance SEMA’s event offerings and guest experiences.
• Additional Duties: Perform other tasks as assigned by management.

Key Relationships:

• Reports to: Special Events Managers
• Internal Interfaces: Trade Show, Events Department staff, and other SEMA departments as needed.
• External Interfaces: Vendors, suppliers, association members, and partners in the aftermarket automotive community.

Pay Range: $28 - $30 Hourly

DESIRED SKILLS & KNOWLEDGE:

• Education & Experience: Bachelor's degree or equivalent hands-on experience in event planning, hospitality, or experiential marketing, with 2–3 years of relevant industry experience.
• Strategic Organization: Highly organized and deadline-driven, with the ability to pivot quickly, juggle competing priorities, and maintain focus in a fast-paced, evolving environment.
• Creative Collaboration: A natural collaborator who thrives in team settings, values diverse input, and helps turn ideas into actionable plans with polished results.
• Tech & Tools: Comfortable using event management platforms, productivity tools (e.g., Monday.com), and eager to explore how AI and automation can enhance planning workflows.
• Event Production Know-How: Familiar with AV needs, venue specs, and the behind-the-scenes details that bring events to life.
• Marketing Mindset: Understands how branding, messaging, and user experience intersect in event environments; experience partnering with creative and marketing teams is a plus.
• Agility & Problem-Solving: Thinks on their feet, embraces change, and brings creative, solutions-focused energy to challenges.
• Leadership & Mentorship: Demonstrates initiative, supports Events Coordinator, and helps build a positive, collaborative team culture.
• Flexibility: Willingness to travel, and to work non-traditional hours during event execution when needed.

This job description is not intended to be and should not be construed as an all-inclusive list of all responsibilities, skills, relationships or working conditions associated with the position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary.