What are the responsibilities and job description for the Events Administrative Assistant position at Melville Management Corp?
Annual Event Planning & Dashboard Management
- Maintain a forward-looking 12-month events dashboard capturing all projected events, based on recurring annual gatherings and upcoming one-off events.
- Update dashboard as new events are identified; ensure team always has an accurate view of upcoming events.
- Coordinate with the team to confirm dates, event purpose, size, themes, format, and any special considerations.
- Manage and maintain events email accounts.
- Ad hoc assistance with events as needed.
Guest List Development and Invitation Workflow
- Develop draft invitation lists out of Salesforce using criteria provided; identify gaps or proposed additions and review with principals for approval.
- Draft event invitations (email, Paperless Post, physical mail) for review.
- Execute invitation sends via mail merge, Paperless Post campaigns, or print workflows.
- Maintain meticulous records of invitees, sends, and version control.
RSVP Management & Guest Communications
- Monitor and track RSVPs across platforms; manage all guest inquiries including logistics, accommodations, accessibility needs, and dietary restrictions.
- Send confirmation emails, reminders, and event-day communications.
- Capture new guest information uncovered during the RSVP process and enter/update records in Salesforce.
Vendor & Logistics Coordination
- Confirm that household teams have clear run-of-show documents, timelines, and expectations.
Post-Event Follow-Up
- Track event attendance in Salesforce, including guest notes, contributions, or gift information as relevant.
- Draft post-event thank-you messages or follow-up communications for principal review and send once approved.
- Conduct debrief conversations with principals to gather feedback and ensure learnings inform future events.
Systems, Documentation & Event Manual
- Create and continuously maintain an “Event Manual” detailing preferences, standards, and templates – such as name tag style, preferred Paperless Post features, seating formats, vendor preferences, and workflows—so events remain consistent and easily repeatable.
- Improve and refine systems in Salesforce, shared drives, dashboards, and templates to streamline future events.
- Assist Property Managers with uploading and maintaining event documentation in AirTable
Knowledge, Skills, Abilities, and Requirements
- Bachelor’s degree highly preferred.
- 3–5 years of events, hospitality, or project management experience; private household or high-net-worth environment a plus.
- Understanding of AI capabilities and a willingness to learn and implement new AI software highly preferred.
- Experience with Salesforce or other CRM systems preferred.
- Highly proficient in Excel and comfortable manipulating data (filtering, creating formulas, etc.).
- Outstanding communication skills—written, verbal, and guest-facing.
- Highly organized, detail-oriented, and comfortable managing multiple concurrent projects.
- Ability to handle sensitive information with confidentiality and discretion.
- Excels at managing multiple priorities and producing exceptional results under pressure and quick turnaround timelines.
- Willingness to travel domestically for major events
Salary : $100,000