Event Admin

Company Description:

The Hydraulic Institute, is the largest trade association serving the pump industry. For more than 100 years, HI has worked to advance the industry through standards development, educating the global marketplace, advancing pump system efficiency and advocating for the industry. HI’s educational foundation, Hydraulic Institute University (HI U) provides focus on pump systems education and resources to help optimize pumping systems, save energy and lead to a sustainable future.

Candidates that want to be involved with a small, but vital organization that works to improve the world around us are encouraged to apply.

Role Description:

The Event Admin is responsible for assisting in the planning, organization and execution of conferences and trade shows. This position works closely with the Director of Marketing & Events and relevant staff to 1) plan 2) ensure the execution of and 3) track the success of event initiatives.

Responsibilities:

Support HI Conference & trade show logistics

• Create registration site, coordinate and develop of all communication to attendees
• Coordination and execution of sponsor deliverables
• Coordinate hotel rooming lists, attendee registrations, room sets, a/v requirements, signage needs for HI Conferences
• Coordinate logistics with vendors to plan, execute and track various projects including, supplies, printing, DMCs, photographers, etc.
• Oversee HI’s trade show strategy (this includes managing trade show calendar, shipments, and supplies)
• Track conference and trade show expenses against budget
• Assist with the planning of marketing outreach campaigns related to conferences and trade shows
• Maintain conference-related updates on the HI website, in Salesforce and in the central file of critical documents and processes.
• Special Project: Awards recognition program for annual conference – coordination of script development, PPT slide development to support award ceremony presentation, ordering of awards, and all other logistics to ensure a smooth and seamless awards recognition Program

Position Requirements:

• Bachelor's degree in Event Planning, Communications, Marketing, Business Administration, or related field
• Minimum of 3-5 years of prior work experience in the areas of events and communications
• Comfortable in hybrid work environment - in office 3 days, remote 2 days
• Proficient in Canva and/or Adobe Creative Suite
• Proficient in MS Office products: Word, Excel, PowerPoint, Outlook
• Knowledge of WordPress/WooCommerce or other similar web platforms helpful
• Knowledge of Salesforce, Fonteva or similar CRM is helpful but not required
• Event planning and event management skills
• Communication and customer service skills
• Excellent organizational skills and attention to detail
• Project management, scheduling, and close coordination with other staff members and vendors to meet agreed-upon deadlines
• Ability to work under pressure, to multi-task, and to complete tasks according to Institute priorities and deadlines
• Punctual and able to work extra hours to prepare for events and meet specific deadlines
• Ability to work independently and as part of a team
• Knowledge of the pump industry is a plus but not required
• Ability to travel domestically as required, including weekends
• Occasional lifting capabilities up to 50 lbs

Benefits:

• HI offers a highly competitive benefits package, including medical, dental, vision, disability, and life insurance coverage; eligibility to participate in a generous retirement savings plan (after one year of employment); competitive paid time off for vacation and sick leave.

Schedule:

• Monday through Friday, 7.5 hour days/37.5 hours per week
• Must be able to work a flexible schedule based on the needs of the Institute, which can include weekends or early mornings or late nights, as needed
• Must be comfortable working in a hybrid environment. Employees work remote Monday & Friday, in office Tuesday - Thursday
• Willing to travel at least 25% (Required)

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• What is your salary expectation or range for this position?

Experience:

• Event planning: 2 years (Preferred)
• Microsoft Office: 5 years (Preferred)

Ability to Commute:

• Parsippany, NJ 07054 (Required)

Willingness to travel:

• 25% (Required)

Work Location: Hybrid remote in Parsippany, NJ 07054

Salary : $50,000 - $55,000