Events Assistant

PMI ENTERTAINMENT GROUP INC • Green Bay, WI

5d • Onsite

About The Position

The Events Assistant works with event departments to execute and complete trade shows, expos, and other events, providing operational and administrative support. The role supports event planning and event-day operations, communicates details to exhibitors, sponsors, and internal departments, and helps ensure clients, vendors, and guests have a positive experience. It also handles event records, contracts, insurance certificates, signage, material handling, event portals, attendee data, website listings, and readiness of event spaces and support areas. The position reports to the Senior Event Designer and does not supervise others. It is an hourly, non-exempt, full-time, on-site role at the Resch Complex in Green Bay, Wisconsin. Some nights, weekends, and early mornings are required according to the event schedule.

Requirements

• Previous experience in an administrative role is required.
• Proficient in Microsoft Office, including Word, PowerPoint, Excel, Outlook, and Teams, with the ability to adapt quickly to new technologies.
• Ability to review contracts and understand legal terms and verbiage.
• Proficiency in proofreading, editing, spelling, and grammar.
• Excellent communication skills and ability to collaborate with staff, clients, and vendors.
• Initiative, a sense of urgency, and the ability to identify ways to maximize productivity.
• Excellent interpersonal skills and flexibility when dealing with a variety of people, including the public.
• Ability to deal with patrons tactfully and discreetly.
• Ability to accurately give, receive, and analyze documents and information, formulate work plans, and prepare written materials within established timelines.
• Ability to present information and programs effectively to individuals and groups.
• Organizational skills to set priorities, schedule time effectively, and meet deadlines.
• Analytical and problem-solving skills to determine appropriate actions when resolving customer concerns.
• Enthusiastic and responsive approach to customer needs, while portraying a positive company image.
• Availability to work some nights, weekends, and early mornings based on the company event schedule.
• Ability to operate a computer and standard office equipment, such as a calculator, copy machine, laminator, and fax machine.
• Ability to occasionally push, pull, and lift up to 50 pounds.
• Frequent mobility and/or sitting or standing for extended periods; eye-hand coordination and manual dexterity sufficient to operate a computer and standard office equipment; hearing within normal range; and eyesight correctable to 20/20 to read communications, reports, and computer terminals.

Nice To Haves

• One to two years of experience in the events industry is preferred but not required.
• Administrative experience supporting multiple teams is preferred.

Responsibilities

• Demonstrate and embody PMI Entertainment Group culture and customer service values.
• Provide administrative support to the event departments and serve as a customer service resource for venue operations, events, and PMI staff.
• Learn to manage and operate Momentus.
• Participate in event planning sessions and coordinate event details with other departments.
• Provide event-day support, including exhibitor check-in, equipment rental, problem solving, and tracking last-minute changes.
• Prepare for event weeks, including exhibitor packets, communications, event setup, and work orders.
• Coordinate and communicate event details to exhibitors and sponsors.
• Participate as Manager on Duty for events.
• Perform clerical duties such as note taking, copying, faxing, data entry, shredding, and filing.
• Gather and report attendee counts and other requested figures, and track trends and year-over-year data.
• Maintain contract files and related records; ensure required certificates of insurance are accurate, current, and contract-compliant; and upload contracts and certificates into Momentus.
• Compile event signage lists and needs, distribute and collect signage, and organize it.
• Guide material handling, including labeling and shipment distribution and collection, and arrange fee payments for exhibitors and vendors.
• Create individual event portals, monitor orders, and compile needs lists for the appropriate department.
• Confirm that box offices, show offices, and green rooms are ready for shows.
• Conduct pre-event walkthroughs and compile operational and housekeeping needs to be completed before client arrival.
• Support parking, catering, housekeeping, and operations departments to help provide a positive client, vendor, and guest experience.
• Confirm layouts, setups, catering, and other arrangements for internal meetings and training sessions.
• Monitor website event listings and presence on sites including Resch Expo, Discover Green Bay, and Wisconsin Meeting.
• Follow, observe, and participate in company safety programs, procedures, and training, and report potentially unsafe conditions.
• Maintain a neat, clean appearance and communicate courteously with business contacts and the public.
• Perform other duties and projects as requested.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed