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  • 2 days ago

jobs description

BASIC FUNCTION:

This dual-function role is essential to our Event Management and Organizational Management...

divisions. The position ensures the smooth functioning of day-to-day operations for multiple clients,

serving as the main point of contact. Responsibilities include handling invoicing, proposals, and

maintaining strong client relationships.

Event Management Division:

In this capacity, the role involves designing, producing, and executing events with excellence,

aligning with requirements, target audience, and objectives. The Event Manager is fundamentally a

project manager with a deep understanding of marketing and promotional techniques, bringing

enthusiasm and fresh ideas to the table.

Organizational Management Division:

This role requires working closely with clients to oversee administrative tasks and projects,

facilitating effective communication and coordination among team members.

RESPONSIBILITIES:

1. Client Management:
• Act as the primary point of contact for clients, maintaining regular communication to understand their needs and provide excellent customer service.
• Handle client inquiries, concerns, and requests promptly and professionally.
• Build and nurture strong client relationships to enhance customer satisfaction and retention.
• Provide necessary information to clients and partners upon request.
• Manage client project/event budgets and oversee all invoicing.

2. Event Management:
• Assist client in determining event goals, objectives and mission.
• Come up with suggestions to enhance events’ success.
• Oversee all event operations by working closely with the client and event partners ensuring a successful event adhering to all planning systems and procedures including planning timelines, job set up and post event.
• Develop and monitor event budget staying within the parameters provided by client
• Develop complete event guide for set up, day of event and take down
• Estimate resources and staff needed to achieve event goals.
• Assist client in developing event agenda and program.
• Lead marketing and promotional activities for the event.
• Manage, assist, coordinate and/or consult all components relating to event program production by developing a detailed lectern/program script.
• Assist in developing Risk Management plan in recognizing the protection and safety of people, property, and intangibles.
• Liaising and negotiating with vendors.
• Responsible for day of event tasks including set up, staffing and strike (take down) when necessary.
• Manage complete event execution including all logistical elements of the event including safety concerns, timing requirements, service level and financial consideration.
• Manage all load-in and out of suppliers and/or exhibitors including set up and take down.
• Ensure all elements of the event meet desirable customer service levels and ensure comfort and safety of all guests.
• Manage event program production.
• Conduct rehearsal with speakers, A/V and all other vendors involved with the program piece of the evening.
• Analyze the events success and prepare reports.

3. Organizational Management:
• Coordinate board and committee meetings:
• Schedule meetings virtually and in-person.
• Prepare and distribute agendas.
• Facilitate meetings when necessary.
• Attend meetings, take notes, and distribute action items within a day or two.
• Manage logistical elements of virtual meetings, including starting and recording meetings.
• Streamline processes and identify best practices for standard operating procedures.
• Serve as the communication liaison between the organization and its members and/or clients.
• Maintain committee and contact lists, along with specific databases used by the organization.
• Learn and utilize platforms specific to client’s needs.
• Assist with grant requests by completing necessary documents.
• Create documents and forms to track information, ensuring organization and proper filing.
• Manage client and partner relationships by providing necessary information and support.
• Provide project support as needed.
• Coordinate mailers, including printing and assembly.
• Assist with marketing initiatives, such as website updates, social media, and digital communications.
• Design registration sites, manage event registrations, and provide reports to clients.
• Troubleshoot registration issues and develop and distribute event reminder emails.
• Assist on-site with events, troubleshooting as challenges arise.

SUMMARY OF SKILLS, KNOWLEDGE, AND ABILITIES:
• Attention to Detail: Meticulously follow detailed procedures and ensure accuracy in documentation and data management.
• Effective Communication: Clearly present information through verbal and written communication, engaging effectively with customers and suppliers, and demonstrating strong listening skills.
• Industry Awareness: Stay informed of current industry trends, continuously learn and apply new concepts, and demonstrate career self-reliance.
• Customer Service Excellence: Deliver a high level of service, prioritize customer satisfaction, address service failures effectively, and proactively meet customer needs.
• Problem-Solving: Anticipate and solve problems proactively.
• Adaptability: Remain open-minded and flexible, adapting to new information and varying customer needs; manage transitions effectively between tasks.
• Project Management: Manage multiple projects efficiently, determine project urgency, and create detailed action plans to organize schedules.
• Quality Assurance: Maintain high standards despite pressing deadlines, ensure work is done right the first time, and thoroughly inspect materials for flaws and test new methods.
• Creative Aptitude: Demonstrate an interest and ability in working with colors, fabrics, and understanding dimensions.
• Resilience: Work well under pressure, collaborate effectively with others, and take on additional tasks as needed.
• Networking: Network confidently and professionally with a wide range of individuals.
• Technical Proficiency: Accurately type a minimum of 50 words per minute and operate standard office equipment such as calculators, fax machines, and copiers.
• Computer Skills: Proficient in Microsoft Teams, Word, Excel, PowerPoint, Outlook, and Publisher.

PHYSICAL AND MENTAL REQUIREMENTS:
• Physical Labor: Must be physically capable of lifting and moving heavy items, setting up and breaking down event equipment, and performing other physically demanding tasks.
• Technical Operation: Able to operate a computer, calculator, and general office equipment, as well as event-specific equipment.
• Stamina: Maintain high energy levels and endurance during long event days, which may include standing for extended periods and working in various weather conditions.
• Manual Dexterity: Perform tasks involving manual dexterity, including assembling and disassembling event setups.
• Confidentiality and Accuracy: Handle confidential data with integrity, meet deadlines under pressure, and work accurately with detailed information.
• Adaptability: Quickly adapt to changing environments and tasks, manage multiple priorities, and work efficiently under pressure.
• Problem-Solving: Effectively address and resolve issues that arise during event planning and execution.
• Team Collaboration: Work well with a team, providing support and taking on additional tasks as necessary.
• Customer Interaction: Engage positively with clients and attendees, always maintaining a professional demeanor.

Appleton WI United States

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