Events Coordinator & Office Manager

Event Responsibilities

• Coordinate all quarterly gatherings for select signature events
• Coordinate catering for smaller gatherings and events outside of quarterly gatherings
• Submit JIRA tickets for all email marketing & house ads each week
• Submit ads into salesforce that were part of event trades and create the advertising contract for each trade deal
• Work with editorial team to coordinate marketing efforts on social channels via True Anthem (LinkedIn, Twitter and Instagram)
• Handle all event registration (inputting into registration system).
• Create/print/stuff name badges for all in-person events and possibly manage gift bags
• Set up registration tables, set up other event collateral (i.e. Step and repeat walls), hand out awards at in-person events
• Transport event collateral to in-person events
• Assist ED with execution of live & virtual events (Using Zoom, Gotomeeting, etc)
• Assist ED with website builds as needed (Squadup)
• Assist ED with nomination website builds as needed (Admin)
• Assist ED with securing awards for each event
• Establish & maintain relationships with vendors and venues

General Office Responsibilities

• Coordinate catering for office staff meetings, gatherings
• Submit expense reports for Publisher
• Manage Publisher’s calendar
• Submit invoices for office, event and general company expenses. Process client invoices/checks that need to be forwarded to corporate office.  Receive checks sent to the market and forward to the lock box.  Notify customers of the lock box address. 
• Postage & Mailing: Maintain postage machine, create postage reports and recharge postage balance as necessary. Open and distribute mail to the appropriate department/person throughout the office.
• Business Unit Office:Manage all general office needs including telephone system, equipment service agreements, repairs, and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment (Relationships to include but not limited to: Monday properties (office building management), the on-site parking garage, Kastle System, and Ricoh printer)
• Order office supplies
• Benefits and Human Resources: Coordinate employee onboarding, to include new employee orientation, office set up, business cards and I-9 verification.  Assist employees in locating the correct employee service such as help desk, benefit service center, employee self-service tools, eagle-i and SharePoint.   
• Corporate Accounting Assistance:Assist the corporate accounting department with various items, as requested. 
• Additional duties as necessary

 

Sales Responsibilities

• Track and Approve all client invoices / outstanding invoices - Take credit card payments for client invoices. Assist Account Executives by printing and sending to customers with tear sheets as needed.   
• Provide calendar holds on sales team and Publisher’s calendar for all events
• Salesforce: Assist Account Executives with updates. Be knowledgeable about the system/process – pipeline, meeting summaries, etc. 
• Power BI: Manage the weekly production report and work with sales team in collecting artwork
• Contract Administration: Manage client contract workflow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed.
• Sales Collateral:Become expert in the SwiftPitch system and support the sales team in its use, as well as the local advertising and marketing resources found on Sharepoint.  Work with Sales Director on event wrap-up report information.

Qualifications

Education: College degree preferred.

Experience: Minimum 3 years preferred.  3 references required.

Specific Skills: Excel; Adobe Creative Cloud (Including, but not limited to, Illustrator, InDesign and Photoshop) and True Anthem a bonus

Success Factors: Detail oriented; pers