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:
a. Act as the primary point of contact for clients, maintaining regular communication to understand their needs and provide excellent customer service.
b. Handle client inquiries, concerns, and requests promptly and professionally.
c. Build and nurture strong client relationships to enhance customer satisfaction and retention.
d. Provide necessary information to clients and partners upon request.
e. Manage client project/event budgets and oversee all invoicing.
2. Event Management:
a. Assist client in determining event goals, objectives and mission.
b. Come up with suggestions to enhance events’ success.
c. 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.
d. Develop and monitor event budget staying within the parameters provided by client
e. Develop complete event guide for set up, day of event and take down
f. Estimate resources and staff needed to achieve event goals.
g. Assist client in developing event agenda and program.
h. Lead marketing and promotional activities for the event.
i. Manage, assist, coordinate and/or consult all components relating to event program production by developing a detailed lectern/program script.
j. Assist in developing Risk Management plan in recognizing the protection and safety of people, property, and intangibles.
k. Liaising and negotiating with vendors.
l. Responsible for day of event tasks including set up, staffing and strike (take down) when necessary.
m. Manage complete event execution including all logistical elements of the event including safety concerns, timing requirements, service level and financial consideration.
n. Manage all load-in and out of suppliers and/or exhibitors including set up and take down.
o. Ensure all elements of the event meet desirable customer service levels and ensure comfort and safety of all guests.
p. Manage event program production.
q. Conduct rehearsal with speakers, A/V and all other vendors involved with the program piece of the evening.
r. Analyze the events success and prepare reports.
3. Organizational Management:
a. Coordinate board and committee meetings:
a. Schedule meetings virtually and in-person.
b. Prepare and distribute agendas.
c. Facilitate meetings when necessary.
d. Attend meetings, take notes, and distribute action items within a day or two.
b. Manage logistical elements of virtual meetings, including starting and recording meetings.
c. Streamline processes and identify best practices for standard operating procedures.
d. Serve as the communication liaison between the organization and its members and/or clients.
e. Maintain committee and contact lists, along with specific databases used by the organization.
f. Learn and utilize platforms specific to client’s needs.
g. Assist with grant requests by completing necessary documents.
h. Create documents and forms to track information, ensuring organization and proper filing.
i. Manage client and partner relationships by providing necessary information and support.
j. Provide project support as needed.
k. Coordinate mailers, including printing and assembly.
l. Assist with marketing initiatives, such as website updates, social media, and digital communications.
m. Design registration sites, manage event registrations, and provide reports to clients.
n. Troubleshoot registration issues and develop and distribute event reminder emails.
o. Assist on-site with events, troubleshooting as challenges arise.
SUMMARY OF SKILLS, KNOWLEDGE, AND ABILITIES:
1. Attention to Detail: Meticulously follow detailed procedures and ensure accuracy in documentation and data management.
2. Effective Communication: Clearly present information through verbal and written communication, engaging effectively with customers and suppliers, and demonstrating strong listening skills.
3. Industry Awareness: Stay informed of current industry trends, continuously learn and apply new concepts, and demonstrate career self-reliance.
4. Customer Service Excellence: Deliver a high level of service, prioritize customer satisfaction, address service failures effectively, and proactively meet customer needs.
5. Problem-Solving: Anticipate and solve problems proactively.
6. Adaptability: Remain open-minded and flexible, adapting to new information and varying customer needs; manage transitions effectively between tasks.
7. Project Management: Manage multiple projects efficiently, determine project urgency, and create detailed action plans to organize schedules.
8. 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.
9. Creative Aptitude: Demonstrate an interest and ability in working with colors, fabrics, and understanding dimensions.
10. Resilience: Work well under pressure, collaborate effectively with others, and take on additional tasks as needed.
11. Networking: Network confidently and professionally with a wide range of individuals.
12. Technical Proficiency: Accurately type a minimum of 50 words per minute and operate standard office equipment such as calculators, fax machines, and copiers.
13. Computer Skills: Proficient in Microsoft Teams, Word, Excel, PowerPoint, Outlook, and Publisher.
PHYSICAL AND MENTAL REQUIREMENTS:
1. 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.
2. Technical Operation: Able to operate a computer, calculator, and general office equipment, as well as event-specific equipment.
3. Stamina: Maintain high energy levels and endurance during long event days, which may include standing for extended periods and working in various weather conditions.
4. Manual Dexterity: Perform tasks involving manual dexterity, including assembling and disassembling event setups.
5. Confidentiality and Accuracy: Handle confidential data with integrity, meet deadlines under pressure, and work accurately with detailed information.
6. Adaptability: Quickly adapt to changing environments and tasks, manage multiple priorities, and work efficiently under pressure.
7. Problem-Solving: Effectively address and resolve issues that arise during event planning and execution.
8. Team Collaboration: Work well with a team, providing support and taking on additional tasks as necessary.
9. Customer Interaction: Engage positively with clients and attendees, always maintaining a professional demeanor.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Retirement plan
Schedule:
- 8 hour shift
- Day shift
- Evenings as needed
- Monday to Friday
- Nights as needed
- Weekends as needed
Experience:
- Events management: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Ability to Commute:
- Kimberly, WI 54136 (Preferred)
Ability to Relocate:
- Kimberly, WI 54136: Relocate before starting work (Required)
Work Location: In person