Events Associate

I. PURPOSE

The Events Associate will act as the backbone of the events team, responsible for ensuring seamless logistical execution, meticulous administrative tracking, and robust vendor management. This role supports the Event and Sponsorship Specialist in delivering high-quality events by managing the lifecycle of an event—from initial sourcing and paperwork to on-site execution and post-event financial liquidation.

II. DUTIES AND RESPONSIBILITIES

• Maintain and update master databases for guests list, vendors/suppliers, and inventory items to ensure

accurate outreach and reporting.

• Lead the physical organization of the Inventory Room. Track all marketing and event assets to ensure items

are accounted for, maintained, and ready for deployment.

• Serve as the primary point of contact for all event paperwork, including permits (internal/external), contracts,

and quotes, ensuring they are always audit-ready.

• Manage team calendars, send invites, and produce professional Minutes of the Meeting (MOM) for timely

distribution to stakeholders.

• Conduct research for new suppliers, venues, and talent. Gather and compare quotes to ensure cost effectiveness.

• Facilitate the vendor accreditation process by collecting and verifying required legal and compliance

documentation.

• Financial Processing: Manage the end-to-end financial workflow for events, including:

o Creating and processing Purchase Orders (PO).

o Processing Requests for Payment (RFP) and Cash Advances (CA).

o Executing timely Liquidation and turnover of invoices to the Finance department.

• Provide hands-on assistance during events, including guest check-in, supervising vendor load-in/out, and

managing technical platforms for virtual or hybrid components.

• Proactively managing delivery schedules and logistics permits to ensure zero disruption to event timelines.

• Lead the post-event activity by ensuring all physical assets are returned to storage, thank-you notes are

dispatched, and the site is cleared according to contract.

• Maintain a clean and organized SharePoint ecosystem for all event-related files and historical data.

• Performs other tasks and responsibilities that may be assigned by immediate superior from time to time.

QUALIFICATIONS:

A. Minimum Education

• A graduate of any 4 or 5 year course

B. Minimum Experience/Training

• Ability to implement webinars, onsite and online events.

• Solid compute skills including MS office (Word, PowerPoint, and Excel)

C. Competency

• Well organized and detail oriented.

• Exceptional communication and writing skills

• Ability to manage multiple projects independently as well as part of the team.