Events Specialist (4 Month Assignment)

Description

Event Planning & Execution

• Support the execution of corporate, community, member, employee, and business development events.

• Coordinate event logistics including venue arrangements, catering, rentals, transportation, audiovisual needs, signage, and supplies.

• Manage event registration platforms, RSVP tracking, attendee communications, and guest lists.

• Coordinate vendor relationships and assist with contract administration and logistics management.

• Prepare event materials including agendas, run-of-show documents, staffing plans, name badges, signage, event kits, etc.

• Assist with event setup, on-site management, troubleshooting, and event breakdown.

• Coordinate volunteer and staff assignments for events and ensure all participants have the information necessary to be successful.

• Track event inventories including promotional items, signage, giveaways, and event equipment.

• Collect event metrics and assist with post-event reporting and evaluation.

• Maintain event calendars and project timelines to ensure deadlines are met.

Administrative Support

• Coordinate meetings, calendars, and scheduling requests as needed.

• Prepare presentations, reports, meeting materials, and other departmental documentation.

• Assist with budget tracking, invoice processing, purchase requests, and expense reconciliation.

• Maintain organized records of event contracts, vendor information, sponsorship agreements, and departmental files.

• Support department communication efforts and internal coordination activities.

• Assist with special projects and other administrative responsibilities as assigned.

Relationship Management

• Build positive working relationships with internal stakeholders, vendors, community partners, and event attendees.

• Serve as a professional representative of the organization at events and meetings.

• Collaborate with marketing, communications, retail, business development, and other departments to support organizational initiatives.

Requirements

Education & Experience

• Bachelor's degree in Event Management, Hospitality, Marketing, Communications, Business Administration, or related field preferred.

• Two to four years of experience in event planning, hospitality, project coordination, administrative support, or related experience.

• Experience coordinating multiple projects simultaneously with competing deadlines.

• Financial services or corporate event experience preferred.