Event Planning: The Leadership Skill Every Admin Should Master

Corporate offsites. Executive retreats. Networking events. Board meetings.

They don’t just happen.

Someone (probably an administrative professional) made sure every detail was handled: the agenda, the catering, the venue, the timing, the guest experience.

And yet, event planning is often treated like just another admin task. It’s not. It’s a high-value leadership skill - one that can open doors, increase visibility, and position admins as strategic business partners.

Why Admins Should Own Event Planning as a Leadership Skill

Let’s be honest: event planning is one of the most undervalued skills in the admin world.

✅ We aren’t formally trained for it—but we’re expected to handle it.

✅ We juggle logistics, budgets, and crisis management—but rarely get the recognition.

✅ Professional event planners charge thousands for what admins do on top of their regular workload.

So, how do we shift from reactive organizers to recognized event leaders?

Show Leadership, Not Just Logistics

Executives don’t just want an event to run smoothly. They want results.

When pitching an event, don’t just say, “I’ll organize the offsite.” Instead, frame it as a business strategy:

“This offsite will improve cross-team collaboration, leading to faster decision-making.”

“Hosting this client event will strengthen relationships and increase retention.”

“A well-planned retreat can reduce burnout and improve engagement.”

Admins who tie events to business impact get taken more seriously and are seen as strategic partners, not just coordinators.

The Budget Mindset Shift: Stop Thinking Like an Assistant, Start Thinking Like a Negotiator

Vendor management is a power move that separates good event planners from great ones. A few insider strategies:

Always ask for a discount. Vendors expect it. The worst they can say is no.

Keep a pricing database. Track vendor rates and package deals for future leverage.

Have a Plan B. Always. A venue falls through? A caterer backs out? You need backups.

This isn’t just budgeting. It’s strategic cost management, which is a skill that’s valuable far beyond event planning.

Mastering the Invisible Details That Make Events Successful

Great events aren’t just about schedules and catering. They’re about experience.

Seating matters. A bad room setup kills engagement.

Food is political. Accommodating dietary needs isn’t optional.

The small stuff isn’t small. If the WiFi crashes, if the CEO’s mic fails, if the coffee runs out - you’ll hear about it.

Anticipate problems before they happen. That’s what makes a top-tier event planner.

Why This Matters for Your Career

Event planning isn’t just about organizing a room.

It’s about:

✔️ Strategic thinking: aligning events with business goals.

✔️ Budget control: making the most of resources.

✔️ Crisis management: staying calm under pressure.

✔️ Networking: building vendor relationships that can benefit your entire career.

And here’s the best part: Every admin already has a foundation in these skills. The key is owning them.

Five Books for Planning Better Events

• The Art of Gathering: How We Meet and Why It Matters – Priya Parker A must-read on designing gatherings with purpose, ensuring every event is meaningful and engaging.

• Into the Heart of Meetings: Basic Principles of Meeting Design – Eric de Groot & Mike van der Vijver A deep dive into the psychology of meetings and events, with practical frameworks for designing engaging and effective gatherings.

• The Power of Moments: Why Certain Experiences Have Extraordinary Impact – Chip Heath & Dan Heath Learn how to create memorable, meaningful moments in events that leave a lasting impression on attendees.

• Event Success: Maximizing the Business Impact of In-Person, Virtual, and Hybrid Experiences – Alon Alroy, Eran Ben-Shushan, & Boaz Katz A data-driven look at how to design events that drive business outcomes and audience engagement, no matter the format.

• Steal the Show: From Speeches to Job Interviews to Deal-Closing Pitches – Michael Port A great resource for crafting compelling event narratives, engaging speakers, and creating impactful presentations.

Five Podcasts for Planning Better Events

🎧 GatherGeeks by BizBash A must-listen for event professionals, featuring industry leaders sharing insights on trends, innovation, and best practices in event design and execution.

🎧 EventLab by Hire Space Covers everything from event technology to attendee engagement, with expert interviews and case studies from successful event planners.

🎧 The Events Insight Hosted by experienced event professionals, this podcast explores behind-the-scenes event planning stories, challenges, and lessons learned.

🎧 Meeting Minds by iHeartMedia Focused on corporate and high-impact event planning, this podcast provides tips on audience engagement, logistics, and creative event experiences.

🎧 The Event Manager Podcast A go-to for event strategy, covering everything from marketing to hybrid events, with actionable insights from industry experts.

Websites & Blogs

BizBash (bizbash.com) – Event inspiration, industry trends, and vendor recommendations.

Event Manager Blog (eventmanagerblog.com) – Covers planning strategies, technology, and industry insights.

Social Tables Blog (socialtables.com/blog) – Great for logistics, venue planning, and event tech tips.

Event Planning Tools & Software

Cvent – Professional event management and registration software.

Hopin – Ideal for virtual and hybrid event hosting.

Asana / Trello / Microsoft Planner – Project management tools for tracking event details.

Eventbrite – Ticketing and registration for small and large-scale events.

Whova – Event engagement and networking platform.

Want to Learn More?

🎧 Listen to our latest episode of The Future Focused Admin featuring Darcy Bennet, where we break down event planning strategies for administrative professionals.

📩 Plus, download our FREE event planning guide with step-by-step strategies

Let’s talk: What’s the toughest event challenge you’ve faced? Drop your stories in the comments! ⬇️