Event and Operations Coordinator

Event and Operations Coordinator Responsibilities:

• Coordinate all event marketing
• • Oversee and execute a marketing plan for each event that includes social media, e-marketing and print.
  • EO Coordinator will work with both the Event Director and Graphic Designer to ensure marketing plan stays on track
• Build out online event registration pages
• • Create & update event registration pages using the company system
  • EO Coordinator will work directly with the Event Director on this
• Oversee program logistics: Sponsors, speakers, and honorees
• • Assist ED in regular communication with honorees
  • Assist in coordinating honoree programing
  • Assist in coordinating speaker logistics – when needed
  • Coordinate registering honorees, speakers and sponsors for programs in a timely and accurate manner
• Event Execution
• • Brainstorm with ED on overall event execution for each event
  • Attend venue planning meetings
  • Manage event registration
  • Assist in all aspects of event prep – name badges, event signage, event décor, sponsor material, awards, etc.
  • Assist with event load in and load out
  • Primary assistant for event setup
• Participate in the long-term planning of events with Events Director
• • Assist in the strategic planning of Philadelphia 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 Event Director

Office Administration

• Newsroom and newspaper production
• • Production report generation and facilitation
  • Coordination with newspaper printer as required

• Corporate accounting and sales

• Act as liaison and assist the corporate accounting team
• Assist with local cash management where required
• Assist with Salesforce account administration where required
• Assist with accounts receivables, collections reporting and collections
• Assist with invoice administration, reconciliation and support

• Corporate accounting and sales

• Manage all general office needs including equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment.
• Coordinate new employee onboarding and orientation. Serve as local HR resource to employees.
• Assist in local monthly all-staff meetings.

Professional Development:

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

Other:

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

• Minimum Job Requirements:

  Education: College degree preferred.

  Experience: 1- 3 years preferred.

  Specific Skills: MS Office Suite, Web Based Registration tools, Social Media, Canva.

  Success Factors: Detail oriented, persistent, focused, self-starter, creative, problem solver.

  Supervisory Responsibilities: None.

  Working Conditions: Attendance at all assigned staff meetings and events. Ability to work on a flexible schedule based on business needs.

  Success Factors: Ability to establish rapport with employees, customers, and vendors, focus, discipline, and strong customer service, communication and organizational skills.