Position Overview | The Big Picture

The Event Assistant assists the Event and Senior Event Producers with coordinating the details that support the execution of events. The Event Assistant coordinates sales contract details, translates the design into production requirements, collaborates with production-related departments to ensure all event details are accurately produced according to schedule, and addresses event and client needs. The Event Assistant uses independent judgment at times and reports to and takes direction from the Client Services Manager, and takes direction from the Vice President of Client Services, the Event and Senior Event Producers and may take direction from the Director of Sales.

Essential Duties | What You’ll Do - The Fun Stuff 

• Assists and collaborates with Event Producers to document event components and design elements to translate the designs into production requirements.
• Assists in coordinating key production elements and cost-related items with the Samples Department to develop customer samples and verify pricing.
• Builds off of Samples department paperwork to prepare all event-related paperwork and pull-sheets on time and with accuracy.
• Informs Production departments about key elements and timelines for each event; tracks production to ensure all event details are accurately produced according to schedule.
• Understands inventory components, how inventory components relate to each other, inventory quantities, and naming conventions.
• Understands navigation through event planning software to find and “pull” inventory items.
• Assist in coordinating photos for client presentations. 
• Assists in determining rental items needed for execution of event and places order with vendors, working directly with venue staff and clients.
• Assists in coordinating event specifications to include: contacting venue staff to get floor plans to ensure that power requirements, room dimensions, etc. are appropriate for successful completion of event; troubleshoots any issues that might arise by working directly with venue staff and production to resolve issues; and conducts walk throughs of venues.
• Assists in execution of events to include: scheduling and participating in Production Meetings with Event Producers to finalize any details necessary for execution of event, including final table counts, reviewing prop sheet, determining set up and strike times with client/venue.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality, seamless event production and design.
• Acts as a liaison and process expert with clients to answer questions, make adjustments to contracts and event specifications and ensure clients are satisfied with the sales and execution processes.
• Develops and maintains cooperative work relationships with all internal departments and external clients.

Other Duties and Safety Requirements | There’s More!

• Complies with all department and company safety guidelines, procedures, and rules. 
• Mentors safe work practices to co-workers and team.
• Completes all safety training as directed and within established timelines.

• Interfaces professionally with all people, internal and external, in a kind and respectful manner.
  • Tracks and enters time and assigns hours and tasks to appropriate events and jobs in time and attendance system. 
  • Completes all Human Resources and Payroll tasks and notifications through the Employee Self Service Online Portal on a weekly basis, as directed and within established timelines. 
  • Assists in other departments as needed and directed.
    • May perform other duties as required.

Qualifications | What You Need to Bring

• Associates or Bachelor’s Degree preferred.
• 1-3 years’ experience in event production (particularly in a creative or event décor industry).
• Strong Microsoft Word, Excel computer skills.
• Familiarity with event planning software helpful.
• Ability to compute costs and analyze pricing and contract specifications.
• Strong project management skills.
• Ability to deal effectively with diverse individuals at all organizational levels.
• Excellent customer service skills including tact and diplomacy.
• Proven ability to multitask and work in a fast-paced setting.
• Demonstrated ability to share skills and knowledge with others.
• Effective problem solving and mediation skills.
• Outstanding interpersonal communications and conflict management skills.
• Excellent attention to detail, highly organized, with outstanding follow-up skills.

Physical and Work Environment Requirements | What it is Like in the Office

• use a computer 75% the work day.
• Ability to sit up to 75% of the work day.
• Ability to walk 25% of the work day.
• Required to move throughout the buildings during the work day.
• Ability to travel to client and venue locations to preview events.
• Must be able to tolerate moderate noise.
• Must have 20/20 vision with correction.
• Must be available to work on-site at events two (2) times per month when assistance is needed.