Administrative Coordinator for Events Team

3 weeks ago


New York, New York, United States Glocap Full time
Administrative Assistant to Events Team

Glocap is seeking an experienced Administrative Assistant to support our Events team. As a key member of the team, you will play a vital role in the execution and logistics of all meetings and events.

Key Responsibilities:

  • Support the Events team with planning, execution, and logistics of all meetings and events.
  • Research event venues, caterers, florists, entertainment, décor, gift ideas, and restaurants nationwide.
  • Update Event calendars on various platforms and Marketing and Event meeting agendas.
  • Manage Vendor lists, create event contact lists, and manage event itineraries.
  • Book flights, hotels, and cars for the team, schedule meetings, and book conference rooms.
  • Order and manage inventory of all special event supplies, pack, ship, and track event supplies and/or collateral to events.
  • Create and print event name badges, tent cards, and dinner cards.
  • Assist with proofing and editing collateral materials, registration website, and invitations.
  • Consistently submit expense reports in Certify in a timely manner and submit and process event invoices and work with Accounts Payable on all vendor payments.
  • Attend NYC-based events and assist with event setup.
  • Assist with Cvent RSVP reports and perform general ad-hoc administrative duties.

Requirements:

  • Bachelor's degree required with 2+ years of work experience as an Administrative Assistant.
  • Previous experience in events is required.
  • Must be able to multi-task and be comfortable working in a fast-paced environment.
  • Strong project management and time management skills are required, with the ability to prioritize projects.
  • Highly proficient in Microsoft Word, Excel, and PowerPoint.
  • Strong communicator (both written and oral) with exceptional customer service skills and the ability to work with C-suite executives.
  • Knowledge of Cvent is a plus, and some travel may be required.
  • Verification of identity, education, prior employment, and references may be required.

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