Event Associate

4 weeks ago

Chicago, United States PCMA Full time

A Global Leader in Business Events

PCMA is the leading professional association and engagement platform for the business events industry. Join us to collaborate in an inclusive and creative workplace. We are purpose-driven, working toward social and economic prosperity for the organizations and professionals we serve.


PCMA, PCMA Foundation, and CEMA educate, inspire, and listen, creating meaningful experiences where passion, purpose, and commerce come together. We are the world’s largest community for Business Events Strategists, providing senior-level education, networking, and market intelligence for the global business events industry. Our mission is to drive social and economic progress through business events. Headquartered in Chicago, IL PCMA has 17 North American Chapters, regional communities in APAC, EMEA, and LATAM, and members in 59 countries. The Corporate Event Marketing Association (CEMA), a PCMA subsidiary, advances strategic event marketing and marketing communications for senior-level event marketers and industry professionals. Visit us at pcam.org. We welcome talented, creative, high-energy people who adhere to the highest ethics, believe that hard work can be fun, and are interested in transforming the world through the power of business events.


The Event Associate Role:

The Event Associate plays a pivotal role in supporting the Events team by managing projects and logistics to ensure the successful fulfillment of contractual commitments to our sponsors and partners. Your primary objective is to foster strong relationships with internal stakeholders, assigned accounts, in kind fulfillment, provide seamless logistical support, and leverage technology to enhance event execution. This role requires a proactive and organized individual with a deep understanding of event logistics, technology platforms like RainFocus, and Microsoft Office Suite.


Key Accountabilities:

Project Management: Oversee the fulfillment of contractual commitments for assigned partners, sponsors and inkind trades. This includes managing timelines, deliverables, and ensuring all objectives are met with precision and efficiency.


Logistics Coordination: Coordinate all logistical aspects of events, including vendor negotiations and relationships, technology setup, and on-site support. Ensure seamless execution by liaising with internal teams, vendors, and third-party providers.


Client Relationship Management: Serve as the primary point of contact for multiple clients, including destinations/DMOs, venues, hotels, and service providers. Build and maintain strong relationships to understand client goals and drive event success.


Technology Integration: Utilize event management platforms like RainFocus and the Microsoft Office Suite to streamline processes, manage data, and enhance overall event execution.


Activation and Co-Marketing Programs: Develop and execute co-branded activations and marketing programs for assigned sponsor accounts. Manage all procedures associated with internal and external approvals.


Communication and Collaboration: Maintain frequent communication with assigned accounts and related PCMA departments. Collaborate with cross-functional teams to ensure alignment and successful event outcomes.


Problem Solving: Address and resolve any issues related to non-compliance or logistical challenges. Maintain a positive attitude and professionalism when handling confrontational situations.


Reporting: Work with the Production team to develop sponsor fulfillment reports throughout the year. These reports provide quantitative and qualitative overviews, along with proof of fulfillment for each major component of the sponsorship.


Procurement: Work alongside finance to make sure invoices are submitted on time and accounted for accurately to the correct event.


Market Research: Stay current on event logistics, sponsorship, and marketing trends, particularly those that impact destinations/DMOs and the business events industry.



You will bring with you to this role:

  • Bachelor’s degree in Event Management, Marketing, Communications, Business, or a related field.
  • Proven experience in event logistics and project management.
  • Strong understanding of event management technology platforms, such as RainFocus, Salesforce, and proficiency in the Microsoft Office Suite.
  • Excellent communication skills, both written and verbal, with a focus on client relationship management.
  • Strong organizational and project management skills, with the ability to manage multiple priorities and deadlines effectively.
  • Creative thinker with the ability to develop innovative event activations and marketing programs.
  • Collaborative team player with the ability to work cross-functionally and build strong relationships across departments.
  • Knowledge of the business events industry and sponsorship trends is preferred.
  • Trustworthy and credible; high level of integrity and excellent sense of judgment.
  • Ability to travel as business needs require.


Physical Requirements and Environmental Conditions

  • Ability to perform work utilizing a computer for extended periods of time.
  • Ability to grasp objects utilizing the fingers (fine motor manipulation).
  • Ability to travel by air or ground transportation as required in performing the work.


PCMA is an equal opportunity employer. We are committed to a work environment that supports, inspires, and respects all individuals and in which personnel processes are merit-based and applied without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship, or other protected characteristic.


At PCMA we believe sustainability plays a central role in driving social and economic progress through business events. We are committed to leading our global community forward through the creation of platforms and strategic partnerships, and to strongly influence the growing business case for investments in sustainability, building trust and confidence to shape a future where every event is a catalyst for sustainability progress and inspiration.

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