Event & Office Coordinator

Event-Related Roles

Coordinate all event marketing

Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web.

Coordinator will work with both the Event Director and BDD to ensure marketing plan stays on track.

Coordinator will identify and build relationships with community partners for event exposure and marketing.

Build out online event registration pages

Create & update event registration pages using the company system.

Coordinator will work directly with the Event Director on this.

Ensure that all new sponsorships and event speakers are updated in real time.

Oversee program logistics: Sponsors, speakers, and honorees

Assist ED in regular communication with honorees

Assist in coordinating speaker logistics -- when needed

Complete event sponsorship schedule for all sponsors

Coordinate registering honorees, speakers, and sponsors for programs in a timely and accurate manner

Manage event collateral design with the BDD to ensure cohesive branding and onsite asset creation

Event Execution

Brainstorm with ED on overall event execution for each event

Manage day-of event registration

Assist in all aspects of event prep -- name badges, event signage, on-site publications, event dcor, sponsor material, framed material, awards, step and repeat etc.

Assist with event load in, set-up, and load out

Participate in the long-term planning of events with Events Director

Assist in the strategic planning of Puget Sound Business Journal Events, including new events and improving existing events

Assist in the overall design and theme implementation of events

Office work

Maintain shared filing of all event trackers, communications, and planning documents with Events Director

Produce individual event recaps to clients Gold and above level

Produce general recap of event for other sponsor levels

Administrative assistance

Assist in proofing of event materials

Assist the Events Director as instructed with planning and logistics as necessary

Update sponsor, honoree, and speaker's trackers regularly

Assist in collection of materials for programs

Administrative/Operations Assistance

EO will work with Publisher to manage office vendor relationships including agreements, payments, and subscriptions.

EO will work with Event Director and Publisher to manage industry, civic & business organization trade agreements & deliverables.

Assist with ordering office supplies, snacks, apparel, year-end awards, gifts.

Check mail for office.

Send any checks received to lockbox.

Coordinate office outings and staff lunches.

General building and office management.

Communication and Teamwork

Keep Events Director aware of workflow and status of scheduled work. Work collaboratively and cooperatively with members of all other departments.

Share organizational tools and plans for keeping on schedule

Like all other staff members, the Event and Marketing Coordinator is asked to participate in Business Unit-sponsored events promoting the paper.

Professional Development

The Event and Marketing Coordinator should participate in all training offered by ACBJ and the PSBJ when applicable.

Other

The Event and Marketing Coordinator should be prepared to assist with any other task requested by the Events Director.

Education: High School diploma -- 2-year college degree or equivalent experience preferred.

Experience: 1-3 years event experience preferred

Specific Skills:

Proficient with MS Office products (Excel, PowerPoint, Word, etc.)

Ability to used Web Based communication tools required (Teams, Zoom, Webex, etc.)

American City Business Journals