Overview:
This individual will be responsible for assisting in all aspects of the planning and executing of corporate events. Typical events will include: Large scale Equity Investor Conferences, internal meetings, Client Management dinners, Client Entertainment events, Receptions, Staff Holiday party and Sporting Events. As a member of the events team, this individual will work closely with the Head of the group and the rest of the team on a daily basis.
The ideal candidate will be able to wear many hats, be a team player, be flexible, autonomous and possess excellent communication skills (including both written and oral skills). The person will also perform general administrative duties, including but not limited to overseeing departmental office supplies, answering phones, database management and overseeing an internal and external events calendar.
Responsibilities:
- Manage the mailing/emailing of invitations and confirmation letters
- Communicate with internal and external clients via email, in-person and on phone
- Responsible for preparing name badges, event materials, packing/shipping of supplies to and from event destination, ordering signage/department supplies and other event related tasks
- Responsible for scheduling and confirming in-house meetings and events booked in the firm’s Executive Conference Center
- Process and follow-up on all invoice/payment requests
- Maintain event budgets/track financial data/process invoices/work closely with accounts payable.
- Help build relationships with various hotels, venues, restaurants, clubs etc. through internet research and site visits
- Understand the technical needs of events (digital platforms, webcasting, website and database management, and remote connectivity)
- Develop and maintain a working relationship with key internal clients
- On-site support at in-house and off-site events, including overseeing the event registration desk
- Provide general administrative support to the department
Qualifications:
- Bachelor’s degree required; preferred 1-2 years’ experience in planning conferences, corporate events for a large financial services firm a plus
- Knowledge and experience with the production and execution of virtual events
- Must have excellent computer skills; proficient use of Word, Excel, Outlook, PowerPoint and database management
- Excellent communication and writing skills are essential
- Must be organized, detail oriented, and able to handle a multitude of tasks under pressure
- confident, efficient, with great work ethic
- Must be a self-starter and not averse to change
- Energetic and professional personality a must
- Ability to work as a team member and communicate to staff and clients at all levels
- Some travel required
- On-site
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