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Event Management Specialist

2 months ago

Ellicott City, Maryland, United States Eighth Square LLC Full time

Benefits:

  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Company Overview

Eighth Square, LLC is a premier, woman-owned logistics firm dedicated to delivering exceptional customer strategy, event management, and marketing solutions.

Headquartered in Maryland, our team comprises experts nationwide, serving a diverse clientele including private sector, non-profit organizations, and government entities. We are committed to providing unparalleled services and solutions that consistently exceed client expectations.

About the Role

We are currently focusing on candidates from the metro DC/MD/VA area. The ideal applicant will possess the ability to manage multiple clients and projects simultaneously while ensuring meticulous organization and adherence to project guidelines. You will play a vital role in enhancing our initiatives, crafting engaging experiences, and delivering integrated solutions for clients across the nation. Our work environment is highly collaborative and fast-paced, requiring the execution of numerous tasks concurrently. We continuously experiment with new ideas, learn from our experiences, and refine our processes to achieve excellence for every client. Your contributions will be crucial in elevating both Eighth Square and our clients.

Key Responsibilities

Customer Service:

  • Manage the event helpline, providing assistance and directing inquiries to the appropriate team members.
  • Respond promptly and accurately to calls on the event support line, offering solutions or necessary information.
  • Engage in active listening, confirming details, and addressing client concerns to ensure a supportive experience.
  • Handle email inquiries related to events or travel itineraries with professionalism.
  • Maintain and update databases and records regularly, including verifying information through phone outreach.

Coordination and Documentation:

  • Organize appointments and manage calendars for various projects and events.
  • Research and compile data to create internal and external project documents, including charts, updates, agendas, and presentations.
  • Document comprehensive meeting notes for both client and internal discussions, ensuring follow-up on action items.
  • Prepare various communications, such as memos, reports, and invoices.
  • Ensure quality assurance of documents and data prior to Project Lead review.
  • Create and maintain project timelines and maps based on deliverables.
  • Attend meetings and visit project sites as necessary to engage with clients.
  • Draft and edit a range of documents, from letters to instructional materials.
  • Organize and maintain an electronic filing system by project.
  • Keep project logs and files updated, ensuring all data is current and properly named.
  • Proactively analyze and enhance processes.
  • Assist in preparing written communications for clients, subcontractors, or suppliers.
  • Maintain records of client and vendor contacts, ensuring confidentiality.
  • Generate reports related to task allocations and deliverables using project management software.

Event Coordination:

  • Arrange travel and accommodations, and prepare expense reports for travelers.
  • Support materials development, coordinating with committees or clients on agenda and program needs.
  • Assist with onsite preparations and logistics for meetings and events, requiring travel to various locations.
  • Manage event supplies, including inventory tracking and quality control.
  • Ensure all materials are prepared, packed, and shipped for events, and track inventory post-event.

Qualifications & Requirements:

  • 3-4 years of event support experience, with a minimum of 2 years in corporate, government, or association settings.
  • Ability to manage multiple projects and deliverables concurrently.
  • Professional interaction skills with clients and VIPs to ensure successful outcomes.
  • Exceptional organizational skills and attention to detail.
  • Quick adaptability to new concepts and integration into daily tasks.
  • Strong attention to detail and organizational abilities.
  • Ability to perform under pressure with tight deadlines.
  • Friendly and professional demeanor.
  • Flexibility to work late and attend offsite events as needed.
  • Excellent communication and customer service skills.
  • A proactive and hands-on approach in a collaborative environment.
  • Ability to recognize trends and patterns, with a curiosity for innovation.
  • Adaptability to change and quick decision-making.
  • Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
  • Familiarity with Asana is preferred but not required.
  • Willingness to travel domestically for event support as required.

Interested candidates are encouraged to submit their resume and cover letter.

This is a remote position.