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Operations and Events Coordinator

4 months ago

Scottsdale, United States Equity Methods Full time
Description

Operations and Events Coordinator

Equity Methods is looking for a responsive, energetic, and detail-oriented Operations and Events Coordinator to support our corporate function (Marketing, HR, and Operations).

With rapid growth, we are running dozens of internal and external events, in addition to internal efficiency, culture, and recruiting initiatives. The successful candidate will be proactive, organized, comfortable working with different personalities, and able to execute in a fast-paced, judgment-rich environment. We are a culture that values high attention to detail, a bias toward action over talking, strong analytical reasoning, and exceptional judgment.

About Equity Methods

Equity Methods is a finance, accounting, and human capital consulting firm that embraces the synergistic role of technology and expertise in creating client impact. We deliver impact-rich services across three core practice groups: financial reporting, valuation services, and HR advisory.

With over 100 professionals and experience serving hundreds of publicly traded clients (including 45 Fortune 100 companies), Equity Methods seeks to combine the best of a large professional services firm with the best of an entrepreneurial, technology-enabled company. We work hard in the quest to have high impact and deliver exemplary client service that supports our client retention and overall growth story. We have consistently been rated a Top Company to Work for in Arizona.

Roles and Responsibilities

This is a lead execution role across a number of domains, in particular, internal events and facility operations. Operations team members hold different specializations, but load balance and rotate work based on seasonality and emerging priorities. This is denoted by primary focus areas.
1. Internal Event Preparation and Execution [Primary Focus]

We execute numerous internal events covering culture/teambuilding to recruiting externships. Each event needs to create a welcoming and professional environment and show thoughtfulness and high attention to detail in planning.
  • Work closely with internal stakeholders to understand individual event goals and develop proposed programs that match the business objectives
  • Communicate proactively with internal and external stakeholders while managing across a consensus-based decision-making environment
  • Exercise flexibility, speed, and exceptional judgment in response to changing circumstances and business priorities
  • Exhibit outstanding project managements skills in coordinating across a portfolio of event deadlines without compromising attention to detail and accuracy
  • Oversee event happenings and act quickly to prevent and resolve problems in real-time
  • Evaluate event success, collect feedback from stakeholders, and drive continuous improvement in the function
2. Facility Management [Primary Focus]

Work with property management, vendors, and our internal team to ensure our office remains a clean, comfortable, functioning, and welcoming work environment
  • Proactively monitor the office building to detect any potential issues
  • Promptly respond and take action on maintenance requests
  • Coordinate with property management, vendors, and internal staff to resolve facility issues in a timely and professional manner
  • Keep track of the open items across multiple projects to ensure maintenance issues do not fall through the crasks
3. Client Dinner Events [Primary Focus]

Works with and accepts direction from the consulting and marketing teams
  • Demonstrate superb [independent] research and vetting skills to select venues and vendors (catering, decorators, musicians etc.) to drive the best outcomes in quality, cost, and event execution
  • Balance cost, quality, and simplicity, demonstrating excellent judgment
  • Support contact reach-out efforts by reviewing lists to ensure airtight accuracy, helping to ghost-write emails, track RSVPs, and interface with our marketing automation software
  • Negotiate with dinner venues to arrive at final terms; be on top of all the details
  • Develop and follow event day checklists (e.g. tables, technology, timing) to ensure everything meets standards and the execution conforms to the plan
4. Conference Logistics Execution

Works with business development and marketing teams, as well as outside vendors
  • Maintain and update conference packing lists
  • Pack and ship marketing materials: booth, equipment, brochures, TL, tchotchkes, dinner gifts, etc. Double-check and complete checklists to ensure there are no surprises
  • Coordinate event invitations (paper and digital) and manage RSVP list
  • Coordinate with marketing and practice leaders to finalize arrangements
  • Handle conference and travel logistics, including conference sponsorships, hotel and airline reservations, etc.
  • Participate in updating tickler lists; share information with other groups as needed
5. Operational Support and Coordination

Works with Operations and Marketing management and other team members to help drive initiatives forward and support their ongoing efficiency
  • Track and nudge progress forward on open initiatives; give them a heartbeat
  • Use diplomacy and an understanding of the project's big picture to nudge progress, but without nagging and cajoling
  • Make decisions and resolve issues; build a track record of exercising good judgment
Competencies

Summary: We need someone smart, collegial, gracious, wise, tech-savvy, and systems- and learning-oriented
  • Demonstrates a high comprehension level, the ability to work with numbers and spreadsheets, work within budgets, interpret maps and directions, and use software tools
  • Able to communicate succinctly and adapt to different working styles and communication protocols (the position serves busy executives with varying operating styles)
  • Writes logical, grammatically correct instructions, directions, correspondence, etc.
  • Able to get along with everyone and exhibit collaborative, reasonable behaviors
  • Strong organizational skills, time management, and attention to detail; fast without sacrificing precision and accuracy; proactive without being rigid
  • Professional, discreet, able to handle sensitive situations with confidentiality and tact
  • Has sound judgment without being judgmental toward busy colleagues who may be sending one-line emails or falling behind and needing help keeping things straight
  • Self-motivated learner who seeks out relevant information, reads instructions, and thinks things through to their logical conclusion; doesn't need excessive supervision
  • Possesses holistic, systems-oriented thinking: willing and able to adhere to business processes (e.g., saving files with appropriate names in appropriate locations on the network), notices when a process has broken down and simplifies or fixes it, and able to think through how their piece of a process will get used downstream
  • Requests input and feedback on a regular basis; learns from prior experiences and incorporates learning into day-to-day activities
  • Executes well with limited guidance and direction; figures stuff out; possess a strong reputation for just "getting it"; handles stress well and does not cave in ambiguous situations
  • Bachelor's or higher degree in any field, but otherwise qualified candidates with alternative credentials will be considered