Special Events Associate

Alliant Insurance Services•Omaha, NE

1d•Onsite

About The Position

The Special Events Associate is responsible for the comprehensive lifecycle of special events, encompassing research, design, planning, coordination, and evaluation. This role also provides diverse support services and general office functions. Key responsibilities include coordinating internal employee meetings, corporate celebrations (e.g., Holiday party, summer picnic), and company-sponsored events (e.g., Blood Drive, Flu Shot clinic). The associate will manage the New Employee Welcome Wagon Program, participate in the Safety Committee, and acknowledge employee milestones such as new births, marriages, and anniversaries. Furthermore, the position involves serving on committees for incentive and business events, consulting with the VP of Operations on event objectives, and meticulously coordinating all event logistics, including registration, facilities, catering, and audio-visual needs. The role requires maintaining accurate event records, conducting post-event evaluations, and managing event-related inventory. Administrative duties include acting as a backup operator, assisting the Contracting Unit, and arranging employee travel. The associate will also contribute to special projects and uphold the company's values and mission.

Requirements

High School Diploma or GED.
Combination of education, training, and or experience equivalent to completion minimum two (2) years of college-level coursework with coursework in English, journalism, communications or related field.
Strong verbal and written proficiencies of the English language.
Working knowledge of insurance services industries.
Knowledge of the general industry procedures, practices and terminology.
Knowledge of insurance product lines.
Knowledge of business processing functions including insurance accounting practices, systems, technology and related federal and state regulations.
Knowledge of program and project management including outcomes, quality assurance, and satisfaction measurement and interpretation.
Knowledge of supervisory techniques to accomplish instruction, motivation and training of personnel.
Skill to supervise, motivate and train.
Skill in working effectively with other company departments, internal marketing staff, home office personnel and agents.
Skill in negotiating and problem solving to resolve internal and external conflicts.
Skill in the use of office equipment including computer, fax, printer, scanner, telephone system, etc.
Skill in the use of time management, project management, organization, supervisory and organizational leadership skills.
Skill in maintaining effective working relationships with other management members, employees and the general public.
Proficient computer skills (Microsoft Suite).
Ability to communicate effectively, both orally and in writing, in a constructive manner.
Ability to approach and communicate with a wide range of personalities in a professional and courteous manner.
Ability to be patient under frustrating circumstances and demonstrate controlled emotional affect in difficult situations.
Ability to engage in effective interpersonal interaction, verbal communication and written communication.
Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive when faced with multiple urgent requests.
Ability to read, write and communicate English effectively.
Ability to maintain all company policies, including all confidentiality and safety policies.
Ability to actively contribute to team effort.
Ability to work independently, exercise independent judgment, make and execute decisions.
Ability to demonstrate organizational leadership qualities and develop and foster trusting relationships.

Nice To Haves

Previous experience in event planning, journalism, public relations, marketing, communications.
Bilingual (Spanish and English).
MS Outlook software proficiency.

Responsibilities

Researching, designing, planning, coordinating, and evaluating special events.
Providing a wide variety of support services and general office functions.
Coordinating monthly employee meetings to include preparing the agenda, employee invites and handout materials, assisting with set up and welcoming employees.
Coordinating departmental team building and EAP training sessions.
Acting as primary back up for lunch ordering.
Assisting in planning corporate celebrations such as annual Holiday party; St. Patrick’s Day; Administrative Professional Day; Summer picnic, Chili-cook off, etc.
Assisting in coordinating and volunteering at company sponsored events such as Blood Drive, Flu Shot clinic, Casual for a Cause events, No Shave November, Corporate Cup, etc.
Coordinating and managing weekly Welcome Wagon meetings with TLs and new hires.
Creating and facilitating surveys for new hires upon completion of the program.
Participating on the Safety Committee, assisting in coordinating and facilitating all Safety programs and managing the Wellness website.
Assisting with ordering SMS shirts, 90 day paperweights, Borsheim gifts for recognition of milestones and special employee moments such as new births, marriages, employment anniversaries.
Assisting with coordinating signatures on cards and sending flowers for employee birthdays, retirements and funeral announcements.
Serving as committee member and or on-site representative, as needed, at various events such as President’s Club; Advanced Sales Forum, Social Insurance Summit.
Researching, recommending and coordinating agent giveaways (SMS shirts, golf balls, notepads, etc.).
Consulting with VP of Operations to determine objectives and requirements for events such as meetings, conferences and other special events.
Meeting with organizing committees to plan, scope and format of events, to establish and monitor budgets, or to review administrative procedures, marketing and event progress.
Planning and developing programs, agendas, budgets, and services according to event requirements.
Coordinating event logistics, including all details and services relating to registration and attendee tracking, facilities, catering, signage, displays, special needs requirements, printing and event security.
Arranging the availability of audio-visual equipment, transportation, displays, and other event needs.
Coordinating and monitoring event timelines and ensuring deadlines are met.
Organizing registration of event participants when necessary.
Monitoring event activities to ensure satisfaction of participants and resolution of any problems.
Maintaining accurate records of all events, including pictures of set-up, easy to read details regarding number of attendees, successes and areas of concern to be used as a guide for assisting in making decisions for coordinating future events.
Conducting post-event evaluations to determine how future events could be improved.
Reviewing event bills for accuracy.
Keeping inventory of any display materials such as backdrops, projectors, audio and visual or event specific materials such as links, sponsors, binders, collateral hand-outs, theme and logos used, etc.
Assisting as back up operator.
Assisting Contracting Unit in coordinating and tracking final resolution for agents who request that we no longer contact.
Coordinating and managing travel arrangements for internal employees including airfare arrangements and hotel reservations.
Assisting in sending holiday cards to agents, vendors, and carriers as well as coordinate gifts and thank you cards.
Working collaboratively with fellow staff to advance the values and mission of Senior Market Sales by serving on relevant internal and external committees.
Assisting with special projects/assignments as requested by members of management.
Performing other duties as assigned by management.