Event and Operations Coordinator

American City Business Journals•Philadelphia, PA

11d

About The Position

Event and Operations Coordinator Responsibilities: Coordinate all event marketing Oversee and execute a marketing plan for each event that includes social media, e-marketing and print. EO Coordinator will work with both the Event Director and Graphic Designer to ensure marketing plan stays on track Build out online event registration pages Create & update event registration pages using the company system EO Coordinator will work directly with the Event Director on this Oversee program logistics: Sponsors, speakers, and honorees Assist ED in regular communication with honorees Assist in coordinating honoree programing Assist in coordinating speaker logistics – when needed Coordinate registering honorees, speakers and sponsors for programs in a timely and accurate manner Event Execution Brainstorm with ED on overall event execution for each event Attend venue planning meetings Manage event registration Assist in all aspects of event prep – name badges, event signage, event décor, sponsor material, awards, etc. Assist with event load in and load out Primary assistant for event setup Participate in the long-term planning of events with Events Director Assist in the strategic planning of Philadelphia Business Journal Events, including new events and improving existing events Assist in the overall design and theme implementation of events Office work Maintain shared filing of all event trackers, communications, and planning documents with Event Director Office Administration Newsroom and newspaper production Production report generation and facilitation Coordination with newspaper printer as required Corporate accounting and sales Act as liaison and assist the corporate accounting team Assist with local cash management where required Assist with Salesforce account administration where required Assist with accounts receivables, collections reporting and collections Assist with invoice administration, reconciliation and support Corporate accounting and sales Manage all general office needs including equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment. Coordinate new employee onboarding and orientation. Serve as local HR resource to employees. Assist in local monthly all-staff meetings. The Event and Operations Coordinator should participate in all training offered by ACBJ and the PHL when applicable. The Event and Operations Coordinator should be prepared to assist with any other task requested by the Events Director or Publisher.

Requirements

College degree preferred.
1- 3 years preferred.
MS Office Suite
Web Based Registration tools
Social Media
Canva
Detail oriented, persistent, focused, self-starter, creative, problem solver.
Ability to establish rapport with employees, customers, and vendors, focus, discipline, and strong customer service, communication and organizational skills.
Attendance at all assigned staff meetings and events.
Ability to work on a flexible schedule based on business needs.

Responsibilities

Coordinate all event marketing
Oversee and execute a marketing plan for each event that includes social media, e-marketing and print.
Work with both the Event Director and Graphic Designer to ensure marketing plan stays on track
Build out online event registration pages
Create & update event registration pages using the company system
Work directly with the Event Director on event registration pages
Oversee program logistics: Sponsors, speakers, and honorees
Assist in regular communication with honorees
Assist in coordinating honoree programing
Assist in coordinating speaker logistics – when needed
Coordinate registering honorees, speakers and sponsors for programs in a timely and accurate manner
Brainstorm on overall event execution for each event
Attend venue planning meetings
Manage event registration
Assist in all aspects of event prep – name badges, event signage, event décor, sponsor material, awards, etc.
Assist with event load in and load out
Primary assistant for event setup
Participate in the long-term planning of events
Assist in the strategic planning of Philadelphia Business Journal Events, including new events and improving existing events
Assist in the overall design and theme implementation of events
Maintain shared filing of all event trackers, communications, and planning documents with Event Director
Production report generation and facilitation
Coordination with newspaper printer as required
Act as liaison and assist the corporate accounting team
Assist with local cash management where required
Assist with Salesforce account administration where required
Assist with accounts receivables, collections reporting and collections
Assist with invoice administration, reconciliation and support
Manage all general office needs including equipment service agreements, repairs and maintenance.
Serve as liaison with office building management.
Review and facilitate office supply requisitions and order fulfillment.
Coordinate new employee onboarding and orientation.
Serve as local HR resource to employees.
Assist in local monthly all-staff meetings.
Participate in all training offered by ACBJ and the PHL when applicable.
Assist with any other task requested by the Events Director or Publisher.