Event and Executive Assistant

The position provides comprehensive support for both event planning and executive-level functions. The following core competencies must be consistently demonstrated to maintain this position:

• Dedication to upholding institutional standards for the quality of the client experience and the level of service.
• Working in tandem with the internal team, clients, partners, vendors, and other stakeholders to guarantee the smooth execution of all events and client support.
• Communication is implemented effectively and consistently within the team and external clients and vendors.

This role requires a highly organized, proactive, and detail-oriented individual who can manage multiple priorities, handle confidential information, and ensure smooth operations for events, as well as assist in executive administrative duties. In this role, you will be integral in supporting executive management, coordinating events, and streamlining internal communications across the organization. This is a high volume

environment where work productivity, efficiency, and effective communication skills are a must.

Essential Job Functions

Executive Assistance:

• Provide high-level administrative support to executives, including managing calendars, and scheduling meetings.
• Prepare and organize materials for meetings, ensuring timely distribution and follow-up on action items.
• Act as a liaison between executives and various internal and external stakeholders, maintaining a high level of professionalism and confidentiality.
• Maintain the executive's calendar, ensuring all commitments and deadlines are met.
• Draft correspondence, reports, presentations, and other documents for executive review.
• Assist in the coordination of special projects and initiatives as directed by the executive.
• Support research and provide input on key projects to ensure alignment with organizational goals and deadlines.
• Maintain general administrative organization for the department with record-keeping, organizing documents, inventory management, special projects, etc.
• Supports CEO and Leadership in the planning and execution of events through general support and/or ownership of specific events or tasks as assigned.
• Assist with various administrative tasks as needed to support the executive team.
• Responsible for ownership of individual and executive calendar meetings, invites, individual reporting of daily hours per each project and client, responsive to email communication, and adhere to training when required.

Events Coordination:

• Assist in the planning and execution of a variety of events, including conferences, festivals, galas, concerts, sporting events and internal team activities.
• Coordinate logistics for events, under the direction of the Project lead, such as venue and vendor communications, staffing, equipment, and programming.
• Collaborate with external vendors, contractors, as well as the internal team to ensure the successful execution of events.
• Assist the Project Lead in managing event budgets, tracking expenses, deliveries/returns, and contracts with vendors to optimize cost-effectiveness.
• Build documentation for tracking and processes on behalf of client’s needs and workflow.
• Manage festival software, Festival Pro.
• Manage successful event coordination through the supervision of all responsibilities relevant to event production and onsite operations for both internal and external clients within their area of responsibility.
• Demonstrate flexibility, creative thinking, problem solving, and fiscal responsibility in decision making.
• Adhering to organizational financial standards for the procurement, expensing and recording of expenses for all events within their area of responsibility.
• Establish high quality of service and execution standards when working with the public, clients, and staff.
• Ensuring the safety of all guests, performers, and personnel within this position’s areas of responsibility.
• Create event collateral, communication, and signage plans such as directional signage, programs, sponsor materials, presentations, and credentials.

Internal Communications:

• Implement pre-existing internal communication strategies to ensure consistent messaging across the organization, including but not limited to, Slack, Asana and Dropbox.
• Facilitate communication channels between departments to enhance collaboration and information sharing.
• Coordinates with peers, other departments, and clients to respond to questions, concerns and resolve operations issues.
• Monitor and manage internal communication platforms, ensuring information is up-to-date and accessible to all employees.
• Improve and maintain planning processes and logistics.

Minimum Qualifications

• Bachelor's degree, additional years of related work experience may substitute in part for completed degree.
• A minimum of 3 years of assisting executives and coordinating events with a strong administrative, operational and project management leadership style.
• Strong communication and interpersonal skills within a variety of environments.
• Detail-oriented, with strong organizational skills to manage a continuous workflow in a high volume, multi-tasking environment.
• Ability to handle stress and stay organized, focused, and customer service oriented when faced with multiple deadlines.
• Ability to maintain a reliable and punctual manor with clients and internal team.
• Proficient in Microsoft Word, SharePoint, OneDrive, Power Point and Excel.
• Proficient in Google Suite, Adobe Reader, Asana, Slack, Lucid.

Desired Qualifications

• A minimum of 2 years of experience in event coordination or venue operations preferably in the music, sports, entertainment, or conference fields.
• Combined with a minimum of 2 additional years of experience in executive coordination, preferably at the CEO, CFO or COO level, handling highly confidential information.
• Proficient in Adobe Suite (InDesign, Illustrator, Acrobat preferred)
• Previous experience leading staff during an event.
• Well versed in Canva.
• Familiar with creating event layouts and floor plans using Visio, CAD or similar program.

Work Environment

• 9am-5pm Mon-Fri, Hybrid (in office and remote)
• Nights, Mornings, and Weekends as event schedule required.

Job Requirements

• Legal Driver’s License and background check required.
• Must be willing to work a flexible schedule as determined by business volume.

Benefits

Medical • Dental • Vision • 1-week vacation • Office closure during national holidays, winter break ending January 2nd • 4 – Day work weeks during Q1 • 401(k)