Event & office coordinator

Event-Related Roles:

• Coordinate all event marketing
  • Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web.
  • Coordinator will work with both the Event Director and BDD to ensure marketing plan stays on track.
  • Coordinator will identify and build relationships with community partners for event exposure and marketing.
• Build out online event registration pages
  • Create & update event registration pages using the company system.
  • Coordinator will work directly with the Event Director on this.
  • Ensure that all new sponsorships and event speakers are updated in real time.
• Oversee program logistics: Sponsors, speakers, and honorees
  • Assist ED in regular communication with honorees
  • Assist in coordinating speaker logistics -- when needed
  • Complete event sponsorship schedule for all sponsors
  • Coordinate registering honorees, speakers, and sponsors for programs in a timely and accurate manner
  • Manage event collateral design with the BDD to ensure cohesive branding and onsite asset creation
• Event Execution
  • Brainstorm with ED on overall event execution for each event
  • Manage day-of event registration
  • Assist in all aspects of event prep -- name badges, event signage, on-site publications, event décor, sponsor material, framed material, awards, step and repeat etc.
  • Assist with event load in, set-up, and load out
• Participate in the long-term planning of events with Events Director
  • Assist in the strategic planning of Puget Sound Business Journal Events, including new events and improving existing events
  • Assist in the overall design and theme implementation of events
• Office work
  • Maintain shared filing of all event trackers, communications, and planning documents with Events Director
  • Produce individual event recaps to clients Gold and above level
  • Produce general recap of event for other sponsor levels
• Administrative assistance
  • Assist in proofing of event materials
  • Assist the Events Director as instructed with planning and logistics as necessary
  • Update sponsor, honoree, and speaker's trackers regularly
  • Assist in collection of materials for programs

Administrative/Operations Assistance:

• EO will work with Publisher to manage office vendor relationships including agreements, payments, and subscriptions.
• EO will work with Event Director and Publisher to manage industry, civic & business organization trade agreements & deliverables.
• Assist with ordering office supplies, snacks, apparel, year-end awards, gifts.
• Check mail for office.
• Send any checks received to lockbox.
• Coordinate office outings and staff lunches.
• General building and office management.

Communication and Teamwork:

• Keep 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
• Like all other staff members, the Event and Marketing Coordinator is asked to participate in Business Unit-sponsored events promoting the paper.

Professional Development:

The Event and Marketing Coordinator should participate in all training offered by ACBJ and the PSBJ when applicable.

Other:

The Event and Marketing Coordinator should be prepared to assist with any other task requested by the Events Director.

Qualifications

Education: High School diploma -- 2-year college degree or equivalent experience preferred.

Experience: 1-3 years event experience preferred

Specific Skills:

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