Events and Operations Coordinator

American City Business Journals•Wichita, KS

About The Position

Event Responsibilities: 1. Coordinate all event marketing Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web. Help maintain social media presence Work with the team to ensure marketing plan stays on track Lead contact for all print materials with printer Oversee and update all marketing materials for all events promptly 2. Event Registration Create and update event registration pages Track guest list submission and total guest count Assist sponsors and guests with registration as needed 3. Nomination Execution Create and update nomination pages Organize nominations materials and scoring per event as needed for judges 4. Oversee program logistics: Sponsors, speakers, and honorees Be main source of communication with honorees Execute sponsor benefits through sponsor breakfast planning, marketing materials, LinkedIn, and recap materials Coordinate tracking and registering honorees, speakers and sponsors for programs in a timely and accurate manner 5. Event Execution Brainstorm with ED on overall event execution for each event Lead in all aspects of event prep – name badges, event signage, sponsor material, printed materials, awards, etc. Lead event load-in, set-up, and load-out for each event 6. Participate in the long-term planning of events with Events Director Assist in the strategic planning of Wichita Business Journal Events, including new events and improving existing events Assist in the overall design and theme implementation of events 7. Office Maintain shared filing of all event trackers, communications, and planning documents Maintain event materials 8. Administrative assistance Proofing of event materials Assist the Event Director as instructed with planning and logistics as necessary Manage office admin including but not limited to, paying bills, ordering office supplies, office organization and clean up Communication and Teamwork: 1. Keep Event Director aware of workflow and status of scheduled work. Work collaboratively and cooperatively with members of all other departments. 2. Share organizational tools and plans for keeping on schedule 3. Like all other staff members, the Event and Operations Coordinator is asked to participate in Business Unit-sponsored events promoting the paper. Office administration support Publisher 1. Manage all general office needs including equipment service agreements, repairs and maintenance. Manage bill payment for local recurring monthly expenses; Fed Ex, Utilities etc. Review and facilitate office supply requisitions and order fulfillment. Coordinate employee onboarding to include orientation, office set-up, etc. and be prepared to assist with any other task requested by Publisher Sales Team Support 1. Work in existing data base to recruit 75 members each for Emerging Leaders and Career Women cohorts. Assist account executives with collection activities, client contract workflow and in use of SwiftPitch. Professional Development: The Event and Operations Coordinator should participate in all training offered by ACBJ and the WBJ when applicable. Other: The Event and Operations Coordinator should be prepared to assist with any other task requested by the Events Director, Publisher and Sales Team.

Requirements

Education: College degree preferred.
Experience: 1- 3 years preferred.
Specific Skills: Excel, Powerpoint, Canva
Detail oriented
Persistent
Focused
Self-starter

Responsibilities

Coordinate all event marketing
Event Registration
Nomination Execution
Oversee program logistics: Sponsors, speakers, and honorees
Event Execution
Participate in the long-term planning of events with Events Director
Office
Administrative assistance
Keep Event Director aware of workflow and status of scheduled work
Share organizational tools and plans for keeping on schedule
Participate in Business Unit-sponsored events promoting the paper
Manage all general office needs including equipment service agreements, repairs and maintenance
Manage bill payment for local recurring monthly expenses; Fed Ex, Utilities etc.
Review and facilitate office supply requisitions and order fulfillment
Coordinate employee onboarding to include orientation, office set-up, etc.
Assist with any other task requested by Publisher
Work in existing data base to recruit 75 members each for Emerging Leaders and Career Women cohorts
Assist account executives with collection activities, client contract workflow and in use of SwiftPitch
Participate in all training offered by ACBJ and the WBJ when applicable
Assist with any other task requested by the Events Director, Publisher and Sales Team