What are the responsibilities and job description for the Event and Operations Coordinator position at ACBJ?
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.
Qualifications:
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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.