Corporate Events Assistant

Heritage Auctions•Irving, TX

1h•Onsite

About The Position

Heritage Auctions is hiring for a full-time, onsite events role based south of Dallas/Fort Worth International Airport, at the northwest corner of W. Airport Freeway (Hwy. 183) and Valley View Lane. The role provides operational and administrative coordination for a high-volume portfolio of domestic and international trade shows, public appraisal events, and the company’s annual employee art showcase. The position manages assigned event responsibilities from initial planning through post-event closeout, with a focus on cross-functional communication, vendor coordination, booth and event logistics, payment processing, shipping, expense tracking, inventory management, and event reporting. It serves as a central point of contact for assigned projects and helps ensure requirements are completed accurately, professionally, on time, and within established budgets. The position works under the direction of the Director of Corporate Events. Compensation is commensurate with experience; potential overtime opportunities are available. Occasional evenings or weekends and travel may be required by the event schedule. For trade shows, the role coordinates requirements, staffing, booth layouts, services, vendor orders, payments, budgets, shipping, supplies, website and promotional email details, and post-show reports. It also identifies operational concerns and escalates significant issues to the Director of Corporate Events. For public appraisal events, it supports calendars, staffing, logistics, on-site readiness, consignment handling, shipping, records, website and email updates, materials, expenses, and performance reporting. For the annual employee art showcase, it coordinates communications and participants, administers artwork entries and voting, supports installation and event activities, and works with Human Resources on awards and announcements. The role also maintains organized event files and trackers, manages competing deadlines, develops professional working relationships with internal and external partners, handles company and financial information with discretion, follows established policies and approval requirements, and performs additional event-related duties and special projects as assigned.

Requirements

One to three years of experience in event coordination, logistics, project coordination, hospitality, administrative operations, or a related field is preferred.
Strong organizational and project-coordination skills, including the ability to manage multiple assignments and deadlines.
Excellent written and verbal communication skills.
Strong attention to detail and commitment to maintaining accurate records.
Ability to exercise sound judgment, resolve routine issues independently, and escalate concerns appropriately.
Ability to collaborate professionally with employees at all organizational levels and with external business partners.
Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Ability to learn and use Monday.com to coordinate events and track projects, along with other internal systems.
Ability to work effectively in a fast-paced, deadline-driven environment.
Ability to work occasional evenings or weekends and travel when required by the event schedule.
A combination of relevant education, training, and professional experience will be considered.

Nice To Haves

Experience communicating with vendors and coordinating orders, invoices, payments, or shipping is preferred.

Responsibilities

Coordinate with internal departments to confirm trade show requirements, staffing, booth layouts, display materials, furnishings, services, and shipping plans.
Coordinate booth furnishings, show services, labor, electrical, internet, fixtures, and other operational requirements for domestic and international trade shows.
Communicate with show organizers, venues, contractors, carriers, and vendors to obtain information, confirm orders, monitor deadlines, and resolve routine issues.
Review invoices and supporting documentation and prepare check, credit-card, and wire-transfer requests according to vendor requirements.
Maintain event expense records, update budgets, monitor committed costs, and assist with financial reconciliation and reporting.
Coordinate and monitor inbound and outbound shipments of event materials.
Order, organize, track, inspect, and maintain trade show supplies, fixtures, signage, and promotional materials.
Assist with maintaining accurate trade show information on the company website and coordinate updates with internal teams.
Maintain event details for promotional emails and coordinate updates with internal teams.
Compile event costs, operational details, and performance information for post-show reviews and ROI analysis.
Identify scheduling, vendor, shipping, or operational concerns and promptly escalate significant issues to the Director of Corporate Events.
Assist with maintaining the appraisal event calendar, monitoring deadlines, and coordinating event schedules.
Help organize appraisal-event staff assignments and communicate schedules, arrival instructions, responsibilities, and event details.
Coordinate appraisal-event supplies, equipment, room requirements, catering, signage, and other operational needs.
Assist with event setup and provide staff with initial procedures and operational guidance.
Support accurate logging, handling, tracking, and transfer of consignment items in accordance with company procedures.
Arrange and monitor shipment of appraisal-event consignments and related materials.
Partner with internal data teams to maintain accurate and complete event, attendee, and consignment records.
Coordinate posting and updates of appraisal event information on relevant company websites and maintain details for promotional emails.
Organize and maintain appraisal-event equipment, supplies, forms, and supporting materials.
Track appraisal-event costs and compile information for budget reconciliation, performance reporting, and ROI analysis.
Partner with Human Resources on company-wide communications about employee art showcase deadlines, eligibility, submission requirements, voting, and event details.
Assist with participant recruitment, respond to routine questions, and maintain communication with employees.
Receive, log, label, organize, and track submitted artwork and accompanying documentation.
Coordinate artwork installation, event setup, and breakdown with gallery staff and internal departments.
Assist in arranging juror schedules and related program activities.
Create, distribute, collect, and organize voting ballots and related materials.
Partner with Human Resources to coordinate awards, recognition, and winner information.
Assist with preparing and distributing company-wide finalist and winner announcements for Human Resources.
Attend planning meetings, receptions, luncheons, and other showcase activities as needed.
Maintain organized event files, vendor documentation, invoices, schedules, shipping records, and internal trackers.
Manage multiple events and competing deadlines while maintaining accuracy and responsiveness.
Build professional working relationships with internal departments, vendors, show organizers, venues, and logistics providers.
Handle company information, financial documents, vendor records, and consignment information professionally and discreetly.
Follow company policies, approval requirements, and event procedures.
Perform additional event-related duties and special projects as assigned.