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Event Planner Assistant

2 months ago

Northfield, United States Medline Industries - Transportation & Operations Full time

Job Summary

Job Description

JOB SUMMARY

Assist Event Planner executes all logistics involved in highly prioritized and visible corporate UNITE Foot & Ankle medical education courses and trade shows. Under the guidance of the Sr. Event Planner, these meetings and events require working closely with UNITE regional managers and leadership, facilities, and compliance. Travel of offsite labs as needed. This role is responsible for day-to-day tasks supporting pre-event & post-event operational planning, clerical support, as well as ensuring the corporate cadaver lab is ‘customer ready.’

Acute attention to detail is expected.

MAJOR RESPONSIBILITIES

  • Responsible for the successful implementation for pre-event preparation for local training labs, to include:

    • Managing customer registration

    • Maintaining an accurate spreadsheet of hotel reservation needs

    • Selecting and arranging ideal private dining locations for dinners to best meet customer and compliance needs.

    • Executing pre-arrival details including:

      • Cross-reference travel times with the meeting agenda to ensure travel accuracy

      • Consolidate all attendee’s travel logistics into customized travel itineraries and communicate step-by-step travel to attendees

  • Be able to maintain organization of event needs for multiple events simultaneously and in a fast-paced environment where attention to detail is critical

  • Manage local trade shows which include compliance approval, and registration

  • Maintain UNITE’s Events Calendar

  • Order and arrange the return of cadavers (lower leg only).

  • Ensure the corporate cadaver lab is stocked with needed snacks and supplies, and is ‘customer ready’

  • Maintain accurate inventory of UNITE scrubs, pens and notebooks.

  • Support collateral needs for off-site events – name badges, protective apparel, surgeon gloves, etc

  • Manage vendor invoices and handle all payments, ensuring credit card transactions and invoices are received, allocated, resolved and submitted to accounting on a timely basis

  • Work within event budget limits and corporate compliance policies

Customer-focused Team Support:

  • Assist effort to incorporate new technology into team processes

  • Assist the planning and execution of multiple events, responsibilities mirror those listed above and additionally include:

    • Arranging for A/V needs and ensuring proper execution

    • Arranging signage and other supporting materials to ensure exceptional experience for customers

Medline offers a business casual, entrepreneurial work environment with strong growth potential, a competitive compensation package, and a complete benefits package including medical/dental/vision/life insurance; 401(k) with company match. And much more Medline is an equal opportunity employer, and will provide reasonable accommodations to those individuals who are unable to be vaccinated for COVID-19 consistent with federal, state, and local law. Education High school diploma or equivalent. Work Experience Experience coordinating and scheduling multiple events simultaneously. Knowledge / Skills / Abilities Experience processing all relevant details, understanding and prioritizing their importance and drawing clear and concise conclusions. Experience providing customer service to internal and external customers, including meeting quality standards for services, and evaluation of customer satisfaction.

MINIMUM JOB REQUIREMENTS

Work Experience

Experience coordinating and scheduling multiple events simultaneously. Minimum 2 years experience in related area

Knowledge / Skills / Abilities

Experience processing all relevant details, understanding and prioritizing their importance and drawing clear and concise conclusions.

Experience providing customer service to internal and external customers, including meeting quality standards for services, and evaluation of customer satisfaction.

Highly developed skillset remaining poised and professional amid complex urgencies and changing timelines.

Experience confidently and professionally presenting to, and communicating with, executive level audiences and others with differing language and cultures.

Knowledge of AdvaMed guidelines and Sunshine Act policy a plus

Experience leading and managing concurrent projects with competing priorities and critical deadlines.

Experience managing a project or event budget.

Position requires occasional work in the early mornings, late evenings and weekends.

Position requires travel up to 10% of the time for business purposes. Passport may be required.

Experience with event management software a plus

Strong skills in Microsoft Excel

PREFERRED JOB REQUIREMENTS

Education

Bachelor’s degree preferred.

Work Experience

Hospitality industry experience

Knowledge / Skills / Abilities This role will be working around cadavers. Must be comfortable working in this environment.

Benefits - Medline is committed to offering competitive benefits and a variety of choices to best meet the needs of you and your family. For employees scheduled to work at least 30 hours per week, this includes health and well-being, financial fitness, career development, paid time off and more. Employees scheduled to work less than 30 hours per week can participate in the 401(k) plan, access the Employee Assistance Program (EAP), Employee Resource Groups (ERG) and Medline Service Corps. For a more comprehensive list of our benefits, please click here.

Every day, we’re focused on building a more diverse and inclusive company, one that recognizes, values and respects the differences we all bring to the workplace. From doing what’s right to delivering business results, together, we’re better. Explore our Diversity, Equity and Inclusion page here.

Medline Industries, LP is an equal opportunity employer. Medline evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic.