Event Coordinator & Executive Assistant

In this role, you will work closely with the Vice President to ensure that all aspects of an event are coordinated and executed to perfection while providing general administrative support. Some of the key duties and responsibilities of this role will require (but is not limited to): • Welcome visitors and identifying the purpose of their visit before directing them to the appropriate department • Responsible for basic administrative tasks such as printing, labeling, filing and storing event information • Develop strong relationships with cross-functional teams and departments • Schedule and attend meetings between teams, managers and departments, and recording meeting minutes • Maintain comprehensive and accurate records of data • Perform data entry, reporting, inventory control, finance and payroll-based tasks as directed • Work with in house software, programs and proprietary systems • Manage sensitive employee data and matters with a high level of confidentially and discretion • Organize filing systems and updating office databases as directed • Process invoices, tracking receipts, inputting expenses and other basic bookkeeping tasks • Respond to inquiries and requests for information • Assist in planning and designing events • Help with event setups and breakdowns • Provide support to clients and guests during the event • Input and update BEOs in our events database • Put in event and staffing requests in our ScheduleCloud database • Oversee the delivery of supplies and vendor deliveries onsite as needed • Make changes or updates to invoices and contracts as needed • Take initial event inquires and send detailed inquires to the appropriate events staff • Aid in creating event signs, name cards and marketing materials using software like Canva • Attend and help setup for tradeshows, wedding expos and networking events • Attend sales meetings and take meeting minutes • Assist in packing for events including deliveries • Act as a server/food runner for tastings and help with general room setup • Perform ad hoc tasks as directed by our Vice President The expected days/times of the week will be Monday through Friday between the hours of 9a and 5p with some required evenings and weekends depending on company need. Expected hours: 30 – 40 per week Schedule: • 8 hour shift • Evenings as needed • Monday to Friday • Weekends as needed