Corporate Events Assistant

Description

The Corporate Events Coordinator provides operational and administrative coordination for a high-volume portfolio of domestic and international trade shows, public appraisal events, and the company’s annual employee art showcase. 

• Cross-Functional Planning: Coordinate with departments across the organization to confirm event requirements, staffing needs, booth layouts, display materials, furnishings, services, and shipping plans. 
• Booth Operations: Coordinate booth furnishings, show services, labor, electrical, internet, fixtures, and other operational requirements for domestic and international trade shows. 
• Vendor Coordination: Communicate directly with show organizers, venues, contractors, carriers, and other vendors to obtain information, confirm orders, monitor deadlines, and resolve routine issues. 
• Payment Processing: Review invoices and supporting documentation and prepare check, credit-card, and wire-transfer requests based on vendor requirements. 
• Budget Administration: Assist in maintaining accurate expense records, update event budgets, monitor committed costs, and assist with financial reconciliation and reporting. 
• Shipping Logistics: Coordinate and monitor inbound and outbound shipments with internal departments, carriers, and logistics providers to support timely delivery and return of event materials. 
• Supplies and Inventory: Order, organize, track, inspect, and maintain trade show supplies, fixtures, signage, and promotional materials. 
• Website Coordination: Assist in maintaining accurate trade show information on the company’s global website and coordinate updates with the appropriate internal teams. 
• Trade Show Email Coordination: Maintain accurate event details for promotional emails and coordinate updates with the appropriate internal teams to ensure timely, consistent communications.? 
• Post-Show Reporting: Assist in compiling event costs, operational details, and performance information to support post-show reviews and ROI analysis. 
• Issue Management: Identify scheduling, vendor, shipping, or operational concerns and promptly escalate significant issues to the Director of Corporate Events. 

• Calendar and Schedule Management:?Assist in maintaining the appraisal event calendar, monitor deadlines, and coordinate event schedules. 
• Staffing Coordination: Assist in organizing staff assignments and communicate schedules, arrival instructions, responsibilities, and other event details. 
• Event Logistics: Coordinate supplies, equipment, room requirements, catering, signage, and other operational needs. 
• On-Site Readiness: Assist with event setup and provide staff with initial procedures and operational guidance. 
• Consignment Management: Support the accurate logging, handling, tracking, and transfer of consignment items in accordance with company procedures. 
• Shipping Coordination: Arrange and monitor the shipment of appraisal-event consignments and related materials. 
• Records Management: Partner with internal data teams to ensure event, attendee, and consignment records are accurate and complete. 
• Website Coordination: Assist in coordinating the posting and updating of appraisal event information on relevant company websites. 
• Appraisal Email Coordination: Maintain accurate event details for promotional emails and coordinate updates with the appropriate internal teams to ensure timely, consistent communications.? 
• Materials Management: Organize and maintain appraisal event equipment, supplies, forms, and supporting materials. 
• Expense and Performance Reporting:?Assist in tracking costs and compile event information to support budget reconciliation, performance reporting, and ROI analysis. 

• Program Communications: Partner with Human Resources to coordinate company-wide communications regarding deadlines, eligibility, submission requirements, voting, and event details. 
• Participant Coordination: Assisting in participant recruitment, respond to routine questions, and maintain ongoing communication with employees. 
• Entry Administration: Receive, log, label, organize, and track submitted artwork and accompanying documentation. 
• Showcase Installation: Coordinate with gallery staff and internal departments on artwork installation, event setup, and breakdown. 
• Schedule Coordination: Assist in arranging schedules for jurors, and related program activities. 
• Voting Administration: Create, distribute, collect, and organize voting ballots and related materials. 
• Awards Coordination: Partner with Human Resources to coordinate awards, recognition, and winner information. 
• Company Announcements: Assist with preparing and distributing company-wide finalist and winner announcements to provided to Human Resources. 
• Event Support: Attend planning meetings, receptions, luncheons, and other showcase activities as needed. 

• Assist on maintaining organized event files, vendor documentation, invoices, schedules, shipping records, and internal trackers. 
• Manage multiple events and competing deadlines while maintaining accuracy and responsiveness. 
• Build professional working relationships with internal departments, vendors, show organizers, venues, and logistics providers. 
• Handle company information, financial documents, vendor records, and consignment information with professionalism and discretion. 
• Follow established company policies, approval requirements, and event procedures. 
• Perform additional event-related duties and special projects as assigned. 

Requirements

• One to three years of experience in event coordination, logistics, project coordination, hospitality, administrative operations, or a related field is preferred. 
• Strong organizational and project-coordination skills, with the ability to manage multiple assignments and deadlines. 
• Excellent written and verbal communication skills. 
• Strong attention to detail and commitment to maintaining accurate records. 
• Experience communicating with vendors and coordinating orders, invoices, payments, or shipping is preferred. 
• Ability to exercise sound judgment, resolve routine issues independently, and escalate concerns appropriately. 
• Ability to collaborate professionally with employees at all organizational levels and with external business partners. 
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint. 
• Ability to learn and use Monday.com to coordinate events and track projects, along with other internal systems.? 
• Ability to work effectively in a fast-paced, deadline-driven environment. 
• Ability to work occasional evenings or weekends and travel when required by the event schedule. 
• A combination of relevant education, training, and professional experience will be considered.