Associate Event Manager

George P. Johnson Experience Marketing • Austin, TX

17h • $55 - $60 • Hybrid

About The Position

Our Opportunity GPJ is hiring an Associate Event Manager to join our growing team. This role is hybrid, requiring you to report on-site to our Austin office location a minimum of 2 days/week. Your Role You're here to make sure you nail your responsibilities in the functional tasks of the event that you're in charge of. Here's what you'll be doing for your designated area: Come up with schedules and budgets (which might involve handling event logistics, managing finances, tracking fabrication/graphics/production timelines, keeping an eye on vendor schedules, and making sure creative tasks are on track). Handle some of the client interactions and communication, keeping things at the right level of detail. You'll take charge of dealing with vendors (getting price quotes, assessing options, making selections, setting up their involvement, generating purchase orders, and maintaining good communication and coordination with them). Craft and get ready all the important documents needed for the event. You'll see to it that everything gets settled and balanced during the closing phase. When it's event day, you'll be right there on-site to provide support and ensure things run smoothly. Use the research you gather about the project to provide recommendations to your manager and present what you've found. In short, you're all about owning your part, making things happen, and keeping everything flowing like clockwork.

Requirements

• Builds and manages timelines (component of event)
• Builds budgets/estimates (component of event); may help manage/reconcile budgets
• Understands financial metrics (for limited area of event, with guidance)
• Understands impacts of changes on project budget and financial metrics (with guidance)
• Understands concepts of PO, invoicing and reconciliation (with guidance)
• Ability to understand on-site methodology, practices and requirements, as well as show and venue rules and regulations (if applicable)
• Strong proficiency in Google and Microsoft Office software.
• Relationship Builder: Develop, maintain and strengthen partnerships with others inside and outside the client organization. Identify new stakeholders, manage client expectations, define new business opportunities and deliver against clients’ needs while skillfully balancing the needs of the client and those of the agency. Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport,: builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
• Accountable Be accountable. Demonstrate accountability. Hold yourself and others to a high standard of work, that includes following set processes, achieving deadlines and operating within control systems. Own both success and failures, without blaming others. Create a culture of accountability in your teams. Follow through on commitments by your actions. You set the example for your team.
• Collaboration Seek opportunities and take action to ensure effective collaboration with the GPJ internal teams, other Project agencies, clients and partners. If responsible for leading people or a team, model this behavior for the team and expect the same behavior from employees.
• Solution Oriented: Integrated Event Production Even with tight project budget management practices, you focus on the desired outcome and are ready with multiple solutions in order to reach the end goal.
• 1 years of previous industry or volunteer experience
• 4 Year College Degree; preferred in Marketing/Advertising/Event Management/Business Administration, Hospitality, Communications, or related field
• Ability to travel as required
• Ability to work irregular hours in addition to normal business hours, to include nights, weekends and holidays as needed

Nice To Haves

• Previous experience with ERP, Project Management software, or similar tool is preferred

Responsibilities

• Come up with schedules and budgets (which might involve handling event logistics, managing finances, tracking fabrication/graphics/production timelines, keeping an eye on vendor schedules, and making sure creative tasks are on track).
• Handle some of the client interactions and communication, keeping things at the right level of detail.
• Take charge of dealing with vendors (getting price quotes, assessing options, making selections, setting up their involvement, generating purchase orders, and maintaining good communication and coordination with them).
• Craft and get ready all the important documents needed for the event.
• See to it that everything gets settled and balanced during the closing phase.
• Provide on-site support and ensure things run smoothly.
• Use the research you gather about the project to provide recommendations to your manager and present what you've found.
• Provide guidance on initial project library filing / templates for EP team
• Attend and capture notes and next steps for Project kickoff meetings
• Provide guidance on / utilize project communications templates throughout project
• Validate job activities are correct in Deltek
• Create budget and timeline for assigned area (with support from others)
• Validate price quote prior to submission for approval
• Create and distribute POs; ensure PO confirmation, Request PO deposit payments - gain approval if needed
• Help verify goods / services Received onsite
• Ensure PO / Vendor Invoice accurate reconciliation; correct errors as needed

Benefits

• We have an Employee Stock Ownership Plan (ESOP) – providing our employees with an ownership interest.
• FTO policy (no more “accruing” time off)
• Employer matching 401(k) plan (no vesting period)
• Low cost employee contribution healthcare option

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level