Special Events Designer

The Boca Raton•Boca Raton, FL

About The Position

Summary: The ideal candidate has a desire to learn the event industry. Their role is to provide organizational and operational support for the corporate managers in the planning and execution of Boca by Design events. Essential FunctionsJob duties include, although are not limited to: Oversee install on events when Corporate Managers are unavailable. Ensure all items listed on proposals are present and correct. Attend conference calls and client meetings with managers to have more of an understanding on event needs and vision. Organize, maintain and label photos from events; photo drive to have individual files for photos. Maintain current filing system for all incoming and outgoing events. Prepare spread sheets for any groups that involve a multitude of events taking place to help keep track of items, vendors and install time. Follow up with Corporate Managers on any projects they need assistance with. Ensure all proposals are correct and communicated with client in a timely manner. Distribute proposals upon receiving signatures and Master Account numbers. Monitor changes or revisions and update Master files. Prepare IN-HOUSE proposals occasionally to assist manager. Go through BEOs for anything BBD related (including diagrams), cross reference with appropriate managers and proposals. Attend Daily BEO meetings if managers cannot be present.Create monthly E-blasts for (Holidays, DMC and Industry trends) to market & advertise BBD services. Ensure DMC booklets are up to date with correct prices, and activity information. Any new DMC events put together contracts, description and add to DMC booklets. Monitor/Update/ Research offsite property venues booklet for private events. Manage Survey Monkey reviews, print responses for managers. Internal Relationships Reports to Corporate Event Designers/Director External Relationships Has regular contact with potential and tentative corporate clients that managers are not already in contact with. Send thank you emails after event to clients. Answer phone calls with any inquiries, and forward to appropriate individuals. Maintain operations information,pricing, clients and vendors confidential. Coordinate appointments and scheduling of events on the calendar.

Requirements

Ability to manage multiple simultaneous projects and work assignments under pressure and deadlines.
Oral and Written communicationDetailed Oriented
Proficient in Microsoft Office and other computer programsAbility to work in a fast-paced environment.
Respond to RFP in a timely manner
High School diplomaGED preferred.
Minimum 2 years experience in clerical. Typing at 65WPM, letter composition, word and excel experience with MS Word, Photo Shop and up to date computer skills including twitter, eblasts and blogging.
Understand/Speak/Read/Write English fluently.
Excellent communication and presentation skills.

Nice To Haves

Event Industry experience preferred.

Responsibilities

Oversee install on events when Corporate Managers are unavailable.
Ensure all items listed on proposals are present and correct.
Attend conference calls and client meetings with managers to have more of an understanding on event needs and vision.
Organize, maintain and label photos from events; photo drive to have individual files for photos. Maintain current filing system for all incoming and outgoing events.
Prepare spread sheets for any groups that involve a multitude of events taking place to help keep track of items, vendors and install time.
Follow up with Corporate Managers on any projects they need assistance with.
Ensure all proposals are correct and communicated with client in a timely manner.
Distribute proposals upon receiving signatures and Master Account numbers.
Monitor changes or revisions and update Master files.
Prepare IN-HOUSE proposals occasionally to assist manager.
Go through BEOs for anything BBD related (including diagrams), cross reference with appropriate managers and proposals.
Attend Daily BEO meetings if managers cannot be present.
Create monthly E-blasts for (Holidays, DMC and Industry trends) to market & advertise BBD services.
Ensure DMC booklets are up to date with correct prices, and activity information.
Any new DMC events put together contracts, description and add to DMC booklets.
Monitor/Update/ Research offsite property venues booklet for private events.
Manage Survey Monkey reviews, print responses for managers.
Send thank you emails after event to clients.
Answer phone calls with any inquiries, and forward to appropriate individuals.
Maintain operations information,pricing, clients and vendors confidential.
Coordinate appointments and scheduling of events on the calendar.