Event Assistant

4 days ago

Brookline, Massachusetts, United States AE Events Full time

SUMMARY

This candidate will work within our Event Management team, managing events in different market segments: social, nonprofit, corporate and conferences. Candidates applying for the position will be able to demonstrate they are an excellent communicator, comfortable with managing multiple priorities, have excellent attention to detail and organizational skills and are methodical in their approach to remaining on task. The Event Assistant will be able to demonstrate a keen interest in working in the events industry.

Key Responsibilities

  • Input all event documents/files and organize in the appropriate shared folders in Dropbox
  • Attend and note-take during client/vendor meetings when assigned by Event Managers
  • Manage all staff calendars by setting up meetings/calls with vendors, clients, managers, and internal staff
  • Research new/up and coming vendors and venues and assist with bookings for clients as assigned by colleagues
  • Attend webinars, site visits, industry events, do online research and more to broaden event management knowledge
  • Create and update production schedule for each client continually and as information is received by coordinators/managers
  • Support staff in developing and brainstorming for design decks for clients/events
  • Maintain all documentation related to events as tasked by Events Coordinators and Managers
  • Request and review all documentation needed for on-site events from vendors and venues (certificates of insurance, permits, etc.) as assigned
  • Assist with hotel research and room block management for clients
  • Support staff in receiving and maintaining COVID-19 vaccination information for events
  • Update client wedding websites as needed with key information (event date, room blocks, etc.)
  • Create templates for events team to streamline pre-event planning processes as assigned by staff
  • Assist with event set-up on site as assigned
  • Assist with collating all internal print and other materials for event day, including courier pick-ups/drop-offs
  • Assist nonprofit clients with registration/auction platforms and auction item write-ups as needed
  • Create agendas for all client meetings to be sent to Events Coordinators and Managers based on past meeting action items/meeting notes

  • Assist with basic office needs, keeping office maintained and organized, including filing paperwork as assigned by colleagues

  • TO APPLY:
    Please send a cover letter and resume to Courtney DeAngelis

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