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Corporate Events Assistant

2 months ago

Royal Oak, Michigan, United States Sparks Full time

Position Overview:

The Event Production Coordinator plays a crucial role within the team at Sparks. This individual collaborates closely with the entire event management team and is tasked with overseeing the details and responsibilities involved in organizing and executing corporate events for both business-to-business and client-facing audiences, varying in size and complexity.

Key Responsibilities:

  • Provide on-site support during events
  • Organize and maintain event documentation and assist with post-event evaluations.
  • Update and manage event schedules on the calendars.
  • Aid in the execution and support of client-focused events
  • Coordinate and distribute all internal communications
  • Develop and manage event timelines and checklists
  • Compile and oversee event binders
  • Confirm all deliverables with relevant parties prior to the event
  • Assist the team in building strong relationships with both internal and external clients
  • Help create and produce event materials such as name tags, programs, flyers, seating arrangements, invitations, guest lists, and other related items.
  • Research potential vendors and venue options for hosting events.
  • Support the coordination of event components, including catering orders, supply purchases, travel arrangements, and invoice payments.
  • Pack and ship materials for on-site use
  • Organize and dispatch event kits to the event location
  • Manage inventory of event kits
  • Contribute to the overall success of events by undertaking additional tasks as required
  • Travel to and manage specific events on-site (up to 20% travel required)
  • Perform other duties as assigned

Qualifications:

  • Bachelor’s degree preferred, but not mandatory
  • 1-2 years of experience in event production preferred, but not mandatory
  • Ability to multitask and prioritize assignments effectively in a fast-paced environment
  • Proficient in Excel
  • Experience collaborating with multiple cross-functional teams
  • Excellent communication skills
  • Capable of managing various responsibilities and multiple projects independently
  • Strong organizational and communication abilities
  • Willingness to work extended hours, including nights and weekends as necessary
  • Ability to lift up to 50 lbs
  • Proficient in Google Drive and Microsoft Office Suite
  • Attention to detail, a positive demeanor, and a collaborative spirit
  • Exceptional written, verbal, and interpersonal communication skills