Executive Assistant

Bella Vista Designs Inc. is seeking a highly organized, detail-oriented, and motivated Executive Event Sales Assistant to support our Director of Sales. This is a full-time position based in Santa Barbara, CA, ideal for someone who thrives in a fast-paced, creative, and high-end event production environment.

We work with premium clients across California producing unforgettable events. Our company specializes in custom fabric installations, event décor, lighting, staging, truss systems, and specialty rental solutions for weddings, corporate events, festivals, and special events.

Position Overview

The Executive Event Sales Assistant will support the Director of Sales in managing client communications, preparing proposals, coordinating event details, and assisting with overall sales and production workflow. This role requires strong organization, communication skills, and the ability to manage multiple priorities in a fast-moving environment.

Key Responsibilities:

Provide direct administrative support to the Director of Sales

Assist with client communication, follow-ups, and scheduling

Prepare proposals, estimates, presentations, and sales documents

Coordinate event details between sales, production, and operations teams

Manage calendars, meetings, and appointments

Support contract preparation and event documentation

Ensure projects remain organized and on schedule

General administrative and office support as needed

Maintain and update client estimates, invoices, Excel spreadsheets, schedules, and QuickBooks entries to ensure accurate records and strong organization.

Qualifications:

Strong computer skills and proficiency with Microsoft Office and Google Workspace

Full-time availability required

Must be able to work weekends as needed (event-driven schedule)

Strong organizational skills are a must

Ability to thrive in a fast-paced, high-pressure environment

Experience working with high-end clients is a plus

Strong attention to detail is essential

A strong design eye is preferred, but not required

Ability to multitask, prioritize, and stay organized under tight deadlines

Excellent communication and client-facing professionalism

Experience in event, hospitality, design, construction, or production industries is a plus

Preferred Skills (Big Plus):

CAD experience is a plus

Vectorworks experience is highly preferred

AutoCAD experience is a plus

Ability to read or assist with event floor plans and technical drawings

Bilingual (English/Spanish) is a plus

Compensation & Growth:

Great compensation based on experience

Full-time position with long-term growth opportunities

Potential to grow into a competitive salaried role within the company

Opportunity to work with high-end clients and large-scale productions

Career development in a fast-growing event production company

About Bella Vista Designs Inc.

Bella Vista Designs Inc. is a Santa Barbara-based event production company specializing in custom fabric installations, event décor, lighting, staging, truss systems, and specialty rentals. We design and produce events for weddings, corporate clients, festivals, and high-end private events throughout California.

To Apply

Please submit your resume and a brief cover letter explaining your experience, skills, and interest in joining our team.

Join Bella Vista Designs Inc. and be part of creating extraordinary events.