Event and Operations Coordinator

Event and Operations Coordinator Responsibilities:

• Coordinate all event marketing
• Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web.
• EO Coordinator will work with both the Event Director and BDD to ensure marketing plan stays on track
• Build out online event registration pages
• Create & update event registration pages using the company system
• EO Coordinator will work directly with the Event Director on this
• Oversee program logistics: Sponsors, speakers, and honorees
• Assist ED in regular communication with honorees
• Assist in coordinating honoree programing
• Assist in coordinating speaker logistics – when needed
• Coordinate registering honorees, speakers and sponsors for programs in a timely and accurate manner
• Event Execution
• Brainstorm with ED on overall event execution for each event
• Attend hotel and venue planning meeting
• Manage day-of event registration
• Assist in all aspects of event prep – name badges, event signage, event décor, sponsor material, framed material, award, step and repeat etc.
• Run PowerPoint slides during event and start/stop any videos played during event
• Assist with event load in and load out
• Assist with setup for events
• Participate in the long-term planning of events with Events Director
• Assist in the strategic planning of Puget Sound Business Journal Events, including new events and improving existing events
• Assist in the overall design and theme implementation of events
• Office work
• Maintain shared filing of all event trackers, communications, and planning documents with Events Director
• Produce individual event recaps to clients Gold and above level
• Produce general recap of event for other sponsor levels
• Administrative assistance
• Review and at times create special section layouts such as Giving Guide for accuracy, handle/create production report for accuracy, and watch for any conflicts by checking placement and proofbox on production days. Review dummy paper weekly and communicate to sales for proofing.
• Assist in proofing of event materials
• Assist the Events Director as instructed with planning and logistics as necessary
• Update sponsor, honoree, and speaker's trackers regularly
• Assist in collection of materials for programs
• Maintain all the Book of Lists and sponsorship tracker, ensuring accuracy in comparison to PowerBI.
• Assist with BOL layout and communicating with the production team.

Communication and Teamwork:

• Keep Events Director aware of workflow and status of scheduled work. Work collaboratively and cooperatively with members of all other departments.
• Share organizational tools and plans for keeping on schedule
• Like all other staff members, the Event and Operations Coordinator is asked to participate in Business Unit-sponsored events promoting the paper.

Professional Development:

The Event and Operations Coordinator should participate in all training offered by ACBJ and the PSBJ when applicable.

Other:

The Event and Operations Coordinator should be prepared to assist with any other task requested by the Events Director.

• Education: College degree preferred.
• Experience: 1- 3 years preferred.
• Specific Skills: Excel, Adobe Creative Cloud (Including, but not limited to, Illustrator, InDesign and Photoshop)
• Ability to used Web Based communication tools required (Teams, Zoom, Webex, etc.)

Success Factors: Detail oriented; persistent; focused, self-starter.