Meetings/Events Associate

2 months ago

Riverwoods, United States Swoon Full time
Job DescriptionJob Description

Swoon is looking for an HR LOA coordinator for one of its clients, a big name in the Financial Services Industry

  • Duration - 3 month contract
  • Location - Riverwoods, 60015, 3 times a week
  • Pay rate - 45-50$ per hour (part-time)

 

Event Timeframes and Hours Needed:

For Riverwoods Holiday Party – 15 hours/week from mid-September to mid-October; 20-30 hours/week through mid-November; 40 hours/week through end of November; 8 to 12-hour days December 2, 3, 4 and 5 

For President’s Awards – 4 hours/day starting on Dec 9 through January 17 (time off for Christmas and New Year's holidays is flexible); 6 to 8 hours/day the week of Jan 20 through the week of March 3; 8-12 hours/day on March 10 through 19

Meeting/Special Events Associate

Working with the Senior Manager, Internal Communications, this 6-month contractor with events experience will help support the successful delivery (from start to finish) of major company recognition events and celebrations (from the Holiday Party in December to the President’s Awards in March) to help foster employee engagement. 

Responsibilities:

  • Help support and coordinate every aspect of large events/celebrations, including planning and execution, to include the following:
    • Work with vendors that provide catering, transportation services, setup and labor, decorations and entertainment; draft winners' bios
    • Attend ongoing planning meetings with vendors
    • Help track tasks and take responsibility for certain activities, under the direction of the Senior Manager, Internal Communications
    • Provide direction to vendors on setup days and monitor progress, make recommendations/changes as needed
    • Work closely with Senior Manager, Internal Communications, to collaborate with event production vendor and internal multimedia team on graphics development
    • Provide input on decorations and other elements that add special touches
    • Help manage and keep budget on track
    • Assist with attendee registration, track and manage event RSVPs, and sort attendee data
    • In collaboration with Internal Communications team, work with HR to confirm nomination criteria and nominee eligibility
    • In collaboration with Internal Communications team, work with Achievers to enable nominations on Bravo
    • While not responsible for drafting communications, will need to provide details and review comms to ensure information is accurate

Requirements/Skills Needed:

  • Understanding of event requirements and proven experience supporting large events
  • Strong organizational and communication skills
  • Unafraid to ask questions; must pay attention to the details and challenge when something doesn't seem right
  • Able to multi-task and problem solve as needed
  • Proficient in MS Office; comfortable using Excel to track a variety of activities
  • Comfortable leading meetings
  • Experience interfacing with different vendors, providing direction and deadlines
  • Able to wrangle internal support staff to help communicate deadlines to their business units and keep the awards process on track
  • Able to stand and walk a great deal to cover a number of spaces and may have to lift more than 10 pounds

 

Company Description• Come get Swoon’d
\t• Swoon handles the staffing need of over 80 Fortune 500 clients.
\t• We have won Best and Brightest Companies to Work for in the Nation Award 6 years in a row.
\t• Swoon was also awarded the Inc. 5000 Fastest Growing Private Companies in the US from 2016 – 2020.Company Description• Come get Swoon’d\r
\t• Swoon handles the staffing need of over 80 Fortune 500 clients.\r
\t• We have won Best and Brightest Companies to Work for in the Nation Award 6 years in a row.\r
\t• Swoon was also awarded the Inc. 5000 Fastest Growing Private Companies in the US from 2016 – 2020.

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