Events Assistant

Department:Blue Green Events
Reports to:Senior Event Designer
Supervises Others:No
DOL Status: Full-Time
Exemption Status:Hourly; Non-Exempt

General Summary:
The Events Assistant will be responsible for working with the event departments to execute and complete successful trade shows, expos and all other events. Responsible for providing operational and administrative support to both event departments.

Job Duties:

• Demonstrates and embodies the PMI Entertainment Group Culture and Customer Service values.
• Serves as administrative support to the event departments.
• Serves as a customer service resource regarding venue operations, events, and PMI staff.
• Learn how to manage and operate Momentus.
• Coordinate and communicate details to other departments to allow execution of events by participating in, but not limited to:
  • Participation in event planning sessions.
  • Day of event support (exhibitor check-in, equipment rental, problem solving, organizing, and tracking last minute changes, etc.).
  • Event week preparations (exhibitor packets, communications, set-up of event, work orders, etc.).
• Coordinate and communicate details to exhibitors and sponsors.
• Additional tasks and projects as needed to continue execution and growth of events.
• WordPress, Momentus, Network Drives, Microsoft Suite include Teams, Trello, social media including Facebook and Instagram, additional as necessary.
• Participates as Manager on Duty (MOD) for events.
• Assists with clerical duties such as note taking, copying, faxing, data entry, shredding and filing.
• Gathers and reports event attendee numbers and other numbers as requested. Tracks trends and year-over-year data.
• Maintains contract files and other related records.
• Ensures certificates of insurance required are accurate, current, and in compliance with the contract.
• Uploads all contracts and certificates of insurance into database (Momentus).
• Compiles list/needs, distributes, collects, and organizes event signage.
• Guides all aspects of material handling, including labeling, shipment distribution/collection, fee payments for exhibitors/vendors.
• Creates individual event portals, monitors orders, and compiles list of needs for necessary department.
• Confirm that box offices, show offices and green rooms are show ready.
• Conducts pre-event walk through compiling list of operation and housekeeping needs that must be completed prior to client arrival.
• Supports parking, catering, housekeeping, and operations departments guaranteeing the best possible client/vendor/guest experience.
• Confirms the layouts, set-ups, catering, etc. for all internal meetings and training sessions.
• Monitors website event listings and presence (i.e., Resch Expo, Discover Green Bay, Wisconsin Meeting, etc.).
• Responsible for following, observing, and participating in all company related safety programs, procedures, and training as well as reporting potentially unsafe conditions.
• Maintains a neat, clean appearance and courteous communication with business contacts and the public.
• Performs all other duties and projects as requested.

Qualifications

Knowledge, Skills and Abilities Required:

• 1-2 years in the events industry is preferred but not required.
• Previous experience in an administrative role required. Administrative experience supporting multiple teams preferred.
• Proficient skills in MS Office (Word, PowerPoint, Excel, Outlook, Teams) and ability to quickly adapt to new technologies.
• Ability to review contracts and understand legal terms and verbiage. 
• Proficiency in proofreading, editing, spelling and grammar. 
• Excellent communication skills and the ability to work collaboratively with staff, clients, and vendors.
• Takes initiative, works with a sense of urgency, and proactively identifies ways to maximize productivity.
• Excellent interpersonal skills and flexibility are required in dealing with a variety of people including the public. Must be able to deal with patrons in a tactful and discretionary manner. 
• Requires the ability to accurately give, receive, and analyze documents and information, formulate work plans, and prepare written materials within established timelines.
• The ability to effectively present information and programs to individuals and groups is required.
• Organizational skills required to set priorities and the ability to effectively schedule time and meet deadlines.
• Analytical ability and problem-solving skills are necessary to determine the appropriate course of action when resolving customer concerns.
• Ability to be always enthusiastic and responsive to customer needs and portrays a positive image of the company.
• Must be available to work some nights, weekends, and early mornings based on Company event schedule.
• Must be able to operate a computer and standard office equipment such as calculator, copy machine, laminator, fax machine, etc.

Other Expectations:

• Frequent mobility and/or sitting or standing required for extended periods of time.
• Requires eye-hand coordination and manual dexterity sufficient to operate a computer and standard office equipment.
• Requires hearing within normal range and eyesight correctable to 20/20 to read communications, reports, and computer terminals.
• Must have the ability to occasionally push, pull and lift to 50 pounds.

PMI Entertainment Group is an Affirmative Action, Equal Opportunity Employer