Assistant Meeting & Event Planner

Description

Job Title:        Assistant Meeting & Event Planner                

Direct Supervisor’s Position:  Manager, Meetings & Events

Department:  Corporate Communications                            

Job Summary:  Coordinate and execute successful meetings and events, safety meetings and other corporate office events throughout the year.  Provide administrative support to Department Head as well as others in the department, including PCard report submissions, ordering office supplies and monitoring inventory. Work with other staff on various projects throughout the company.  Deal with diverse groups of internal and external contacts.  Research and maintain information on all meetings, trade shows and conferences throughout the year.  Occasional travel to assist at conferences and trade shows.

Duties and Responsibilities:

% Of Time Spent

85%     1.  Work with Manager on all aspects of meeting planning:

• Coordinate with executives, managers regarding attendance, speakers, exhibiting at all conferences.
• Coordinate and manage trade shows – Exhibit booth, set-up and dismantle, organize any AV, furniture, electric, etc. for the booth.  
• Order promotional items, apparel and giveaways. Create new ideas.
• Registrations and/or sponsorships – Submit forms and payments
• Manage and track event budgets, including reconciliation of invoices and payments
• Coordinate travel – flights, hotels, ground transfers, for staff and meeting participants as needed
• Coordinate with hotels/meeting location for lodging for all attendees, meeting space, hospitality suite, audio visual needs, and BEO’s.
• Work with Manager organizing customer events, dinners and golf outings.
• Arrange LOB meetings – All logistics
• Coordinate Safety Trainings
• Assist with all Corporate events – Family Meeting, Company Picnic, Retirements, Holiday events, etc.
• Travel to conferences, meetings and trade shows to assist with logistics, staffing the booth, hospitality suite, golf outings. (Mgr./Supvr. meetings, Safety Summit, etc.)
• Collecting and analyzing event data to inform future event planning
• Gather information and maintain list of all meeting/conferences/trade shows throughout the year.  Work to assure there is appropriate presence at all conferences, coverage during all exhibit hours and speakers where available.

5%       3.  Prepare and submit department PCARD Reports

5%       4.   Manage Display Booth scheduling, shipping to regional meetings.   

                 Make sure all booths are returned and repaired as needed.

5%       6.   Work with Manager, Executives and Field employees on projects as requested.

Internal Contacts:  All employees, including Executive and Field employees

External Contacts:  Customers, Vendors, Hotel/Conference Representatives,

Supervision Given/Received: Receives direct supervision from Department Head

Physical/Mental Demands/Conditions:  

• Organization & Time Management: Ability to manage multiple projects simultaneously and meet deadlines.
• Communication & Interpersonal Skills: Strong written and verbal communication skills for interacting with executives, managers, vendors, and team members
• Problem-Solving & Adaptability: Ability to think critically and solve problems that may arise during event planning and execution. 
• Creativity & Attention to Detail: Ability to develop unique and engaging event concepts and ensure all details are executed flawlessly
• Ability to clearly and confidently interact with various levels of staff, customers, vendors, the public and different personalities
• Knowledge of various software as well as the ability to learn or teach yourself how to use new software
• Physical activity includes traveling, standing, walking, sitting, setting up exhibit booths, moving boxes and booth cases
• Ability to work overtime, long days and be flexible to complete the job at task
• Ability to work in a high stress environment

Minimum Qualifications/Skills:

• Administrative abilities
• Microsoft Office applications – Word, Excel, Outlook, PowerPoint
• Excellent organizational skills/detail oriented
• Ability to work independently and as part of a team, interface with all levels of management and meet deadlines.
• Good communication skills
• Ability to work independently
• Immediate attention to the needs of senior management
• High degree of discretion dealing with confidential information.