Marketing Events Assistant

2 weeks ago

Los Angeles, United States AMS Staffing Inc. Full time

Please send your resume in Microsoft Word format if you are interested in our Marketing Events Assistant opportunity in Los Angeles (Century City). This is a contract-to-hire position, market rates, and benefits. If you are not interested, please forward to your network. AMS Staffing offers referral fees should they be hired.

Title: Marketing Events Assistant

Location: Los Angeles (Century City)

Work environment: Hybrid Tue, Wed, Thu in office.

Term: Direct hire

Salary: $50-60K

Job Description:

This is an outstanding opportunity for a Marketing Events Assistant within our clients rapidly growing Marketing, Business Development and Communications Team. The role is located in Los Angeles and will support business development, marketing and client-deliverable events across the country.

The Marketing Assistant will provide administrative and organizational support as a member of the Marketing Events Team. The assistant will team with the business development team members, office administration and our timekeeping professionals to effectively support participation in and logistics of events, sponsorships, webinars, tradeshows and internal retreats to ensure flawless execution and further the strategic goals of the firm. The Marketing Events Assistant will report to the Events Manager.

General Responsibilities:

  • Provide administrative support as needed and assists with special projects as assigned.
  • Maintain Salesforce database and master events calendar, including campaign (event) details, updating leads, final attendee lists, expenses and other details as needed.
  • Assist with coordination of event logistics: timelines, communications, invitations, RSVPs, food and beverage, room setup, AV, handouts, off-site activities, giveaways, shipping and branding.
  • Support on-site for assigned events; check in attendees, support set-up and tear-down, liaise with office administration, AV and facilities crews as needed.

Specific Responsibilities:

  • Support scheduling of conference rooms for office-hosted events and internal team meetings through web-based tools, ordering any AV equipment and catering, arranging setup and cleanup with internal hospitality teams as necessary.
  • Complete food, beverage and rental orders for office-hosted events with external caterers and vendors, plus arranges setup and cleanup with internal hospitality teams.
  • Maintain and update invitation, registration and attendee lists in Salesforce and Excel, to ensure 100% accuracy. Prepare for distribution to business development team members, attorneys and staff members.
  • Prepare check payments for vendors, including completing the appropriate forms, and coordinating charges and approvals with the business development teams, in a timely and efficient manner.
  • Assist with the professional production of events through creation of registration materials, nametags, welcome and directional event signage, speakers nametags and tent cards, and event evaluations.
  • Support tech as needed for Zoom webinars (advancing slides, etc.), deliver post-webinar wrap up, edit and send recordings, transcripts, chat logs, attendee lists, Q&A reports.
  • Handle all administrative duties such as processing invoices and preparing shipments to events. Type routine correspondence, schedule appointments, coordinate meetings & team calendar.

Qualifications:

  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint).
  • Highly organized with exceptional attention to detail.
  • Excellent problem-solving skills and client service.
  • Positive, can-do attitude and strong ability to work within a team.
  • Ability to work under pressure in a fast-paced environment with demanding individuals.
  • Ability to juggle multiple projects and prioritize competing needs.
  • Able to work in-office three days per week (Tuesday, Wednesday and Thursday) and more as needed; Ability to be flexible, with occasional long nights, early mornings and weekends as needed.
  • BA/BS Degree and related experience required.

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