What are the responsibilities and job description for the Executive Event Coordinator position at G & J Marketing and Sales?
About us
G & J Marketing and Sales is a National Food Broker specializing in vending, office coffee and micro markets. An industry leader with a sales force of over 25, the company represents 30 plus manufacturers and sells to a broad base of operators, distributors, and national accounts.
Job Description:
The Event Coordinator will be responsible for coordinating trade shows, industry events, company events, and travel arrangements for our executive team. This role involves managing various administrative tasks, maintaining schedules, ensuring smooth operations across departments, and handling heavy email correspondence.
Mission Critical Responsibilities:
- Coordinate and oversee all aspects of events from beginning to end, ensuring efficient management of all details.
- Manage registration, sample requests, allowances, Point-of-Sale, and payment of trade shows and industry events.
- Collaborate with marketing to prepare and distribute event-related documents, presentations, agendas, and reports, ensuring thorough and timely delivery.
- Maintain effective online file management systems to organize and oversee event details, ensuring accessibility and accuracy.
- Provide on-site support during events, handling inquiries, and troubleshooting issues as they arise.
- Handle heavy email correspondence related to event planning, travel arrangements, and other administrative tasks.
- Arrange airline, hotel, and rental car travel for executive team members.
- Adhere to company travel guidelines, and approval processes.
- Maintain and update the work-with schedule for the sales team and manufacturers.
Supplementary Tasks:
- Answer and direct incoming calls efficiently.
- Coordinate the pick-up and delivery of shipping services (FedEx, UPS, USPS)
- Receive, sort and forward incoming mail.
- Analyze data and generate reports for various projects.
Experience:
- High school diploma required, bachelor’s degree in business, marketing, or a related field preferred.
- Minimum five (5) years’ experience in event and travel coordination.
- Previous experience in an administrative role preferred.
- Experience with a food broker or distributor is a plus.
- Advanced knowledge of Microsoft Excel and Outlook.
- Experience working with a CRM system.
Key Competencies:
- Self-motivated, proactive, and forward-thinking.
- Confident personality and capable of being persistent when necessary.
- Extremely detail oriented and organized.
- Maintain a positive attitude and willingness to work with all team members.
- Must be able to effectively communicate with all levels of internal and external contacts.
- Ability to work independently and multi-task in a fast-paced team environment.
- Discrete concerning confidential or sensitive information.
Job Type: Full-time
Pay: Up to $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Evenings as needed
- Monday to Friday
Experience:
- Events management: 3 years (Required)
Ability to Commute:
- Palm Harbor, FL 34683 (Required)
Work Location: In person
Salary : $60,000
