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Corporate Event Specialist

3 months ago

Tampa, United States BST Global Full time

Summary of Duties & Responsibilities

Corporate Event Specialist will help support the Corporate Events Manager with association sponsored conferences and BST Global meetings and events, executing details where needed from start to finish. This role collaborates with marketing and sales and operations.

Essential Functions

  • Create folders on SharePoint for the files and assets related to association sponsored conferences and BST Global meetings and events
  • Help create and manage projects and tasks for association sponsored conferences and BST Global meetings and events in Wrike, our project management software system
  • Monitor and maintain storage room for all promotional items and meeting supplies
  • Monitor and track promotional inventory for association sponsored conferences

Association Sponsored Conferences:

  • File association conference sponsorship agreements
  • Create Event Calendar Invitations for association conferences
  • Create and update association conferences in the conference calendar
  • Create association conferences as Campaigns in CRM
  • Schedule and conduct pre-conference and post-conference debriefing meetings with sales team
  • Assist with ordering any TV, furniture, electricity, internet, etc., needed for BST Global's booth at association conferences
  • Assist in importing attendee list into the Conference Notes Spreadsheet
  • Prepare and pack booth, pop-up banners and promotional items for association conferences

BST Global Meetings and Events:

  • Research vendors (hotels, off-site venues, restaurants, catering, decorations, musicians, etc.) for potential events and meetings
  • Assist with RFPs and proposals for contracts related to events
  • Assist with BEO and audio-visual preparation
  • Arrange meeting supplies, equipment, and signage
  • Assist with on-site event setup, registration and coordination as needed
  • Perform other event-related duties as assigned
  • Support internal team and handle other administrative tasks as assigned

Skills/Competencies

  • Event planning experience
  • Well-organized with excellent multi-tasking abilities
  • Ability to remain calm under pressure and maintain a customer-service mindset
  • Strong communication and interpersonal skills
  • Self-starter, able to work independently
  • Proficient in MS Office (Word, Excel and PowerPoint)
  • Knowledge of CRM
  • Experience in event management software and tools such as CVENT

Education & Prior Work Experience

Bachelor's degree in hospitality management or public relations is preferred.

At least 3 years' experience as an event coordinator.

Specialized Licenses & Certifications

N/A

Reports to

Corporate Events Manager

Number Supervised

0

Travel

5%

Classification

Exempt

Work Environment

This is a hybrid role. This job operates in a professional office environment on Tuesdays, Wednesdays and Thursdays each week. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, ability to left 3-5 pounds and standing to prepare and pack promotional items, tradeshow booth, and pop-up banners. On Mondays and Fridays, the Global Marketing team typically works remotely.

Physical Demands

While performing the duties of this job, the employee is regularly required to engage in conversations over the phone, person-to-person and via email. The employee will frequently sit, stand, walk, and operate a computer and/or other standard office equipment.