Event & Office Coordinator

American City Business Journals•Dallas, TX

13d

About The Position

This role is responsible for coordinating all aspects of event marketing and execution, as well as providing administrative and operational assistance for the office. The Event & Office Coordinator will work closely with the Events Director, Business Development Director (BDD), and Publisher to manage marketing plans, build online registration pages, oversee program logistics, execute events, and maintain office operations. This position also involves administrative assistance, communication, teamwork, and professional development.

Requirements

Proficient with MS Office products (Excel, PowerPoint, Word, etc.)
Ability to use Web Based communication tools (Teams, Zoom, Webex, etc.)

Nice To Haves

2-year college degree or equivalent experience preferred.
1-3 years event experience preferred.

Responsibilities

Coordinate all event marketing, including social media, e-marketing, print, and web.
Oversee and execute marketing plans for each event, working with the Event Director and BDD.
Identify and build relationships with community partners for event exposure and marketing.
Build out online event registration pages using the company system.
Create and update event registration pages, ensuring sponsorships and speakers are updated in real-time.
Oversee program logistics for sponsors, speakers, and honorees.
Assist the Events Director (ED) in regular communication with honorees.
Assist in coordinating speaker logistics when needed.
Complete event sponsorship schedules for all sponsors.
Coordinate registering honorees, speakers, and sponsors for programs accurately and in a timely manner.
Manage event collateral design with the BDD to ensure cohesive branding and onsite asset creation.
Brainstorm with the ED on overall event execution for each event.
Manage day-of event registration.
Assist in all aspects of event preparation, including name badges, signage, publications, décor, sponsor materials, framed material, awards, and step-and-repeats.
Assist with event load-in, set-up, and load-out.
Participate in the long-term planning of events with the Events Director, including strategic planning for new and existing events.
Assist in the overall design and theme implementation of events.
Maintain shared filing of all event trackers, communications, and planning documents with the Events Director.
Produce individual event recaps for clients (Gold and above level).
Produce general event recaps for other sponsor levels.
Assist in proofing of event materials.
Assist the Events Director as instructed with planning and logistics.
Update sponsor, honoree, and speaker trackers regularly.
Assist in the collection of materials for programs.
Manage office vendor relationships, including agreements, payments, and subscriptions, working with the Publisher.
Manage industry, civic, and business organization trade agreements and deliverables, working with the Event Director and Publisher.
Assist with ordering office supplies, snacks, apparel, year-end awards, and gifts.
Check mail for the office.
Send any checks received to the lockbox.
Coordinate office outings and staff lunches.
Perform general building and office management.
Keep the Events Director aware of workflow and status of scheduled work.
Work collaboratively and cooperatively with members of all other departments.
Share organizational tools and plans for keeping on schedule.
Participate in Business Unit-sponsored events promoting the paper.
Participate in all training offered by ACBJ and the PSBJ when applicable.
Assist with any other task requested by the Events Director.