Responsibilities
Event Planning & Coordination Support:
. Assist the Event Manager/team in all stages of event planning, from initial concept to post-event evaluation.
. Conduct research on venues, vendors (catering, AV, decor, etc.), and potential speakers/entertainers.
. Prepare and manage event-related documentation, including checklists, timelines, and vendor contracts.
. Assist with the creation and distribution of event invitations, marketing materials, and agendas.
. Manage RSVP tracking, guest lists, and seating arrangements.
. Coordinate travel and accommodation arrangements for speakers and attendees, as needed.
. Assist in the development and management of event budgets, tracking expenses and ensuring cost-effectiveness.
. Source and order event supplies and materials.
Logistical & Administrative Support:
. Provide administrative support, including scheduling meetings, preparing presentations, and managing correspondence.
. Maintain organized event files and databases.
. Assist with the creation and distribution of internal communications related to events.
. Process invoices and track payments to vendors.
. Assist with the preparation of post-event reports and analysis.
On-Site Event Support:
. Assist with event setup, including arranging furniture, signage, and technical equipment.
. Welcome and register attendees, providing information and assistance as needed.
. Provide on-site support during events, ensuring smooth operations and addressing any issues that arise.
. Coordinate with vendors and venue staff on-site.
. Assist with event breakdown and cleanup.
. Serve as a point of contact for attendees and vendors during the event.
Other Responsibilities:
. Stay up-to-date with industry trends and best practices in event management.
. Contribute to brainstorming and creative development of event concepts.
. Perform other duties as assigned by the Event Manager or relevant supervisor.
Requirements
1. Positive and professional demeanor.
2. Customer-focused and service-oriented.
3. Ability to remain calm and composed under pressure.
4. Resourceful and proactive in finding solutions.
5. A genuine interest in event planning and execution.
