Event & Office Coordinator

This position is hybrid, Monday - Thursday in the office and Friday remote.

As a vital asset to the events team, your contribution to the organization will be to ensure events, and the processes around them, run smoothly and seamlessly. You will exemplify superior organization, customer service and time management skills.

• Coordinate all event marketing
  • Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web.
  • Coordinator will work with both the Event Director and BDD to ensure marketing plan stays on track.
  • Coordinator will identify and build relationships with community partners for event exposure and marketing.
• Build out online event registration pages
  • Create & update event registration pages using the company system.
  • Coordinator will work directly with the Event Director on this.
  • Ensure that all new sponsor ships and event speakers are updated in real time.
• Oversee program logistics:
  Sponsors, speakers, and honorees
  • Assist ED in regular communication with honorees
  • Assist in coordinating speaker logistics -- when needed
  • Complete event sponsorship schedule for all sponsors
  • Coordinate registering honorees, speakers, and sponsors for programs in a timely and accurate manner
  • Manage event collateral design with the BDD to ensure cohesive branding and onsite asset creation
• Event Execution
  • Brainstorm with ED on overall event execution for each event
  • Manage day-of event registration
  • Assist in all aspects of event prep -- name badges, event signage, on-site publications, event décor, sponsor material, framed material, awards, step and repeat etc.
  • Assist with event load in, set-up, and load out
• 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
  • 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

• EO will work with Publisher to manage office vendor relationships including agreements, payments, and subscriptions.
• EO will work with Event Director and Publisher to manage industry, civic & business organization trade agreements & deliverables.
• Assist with ordering office supplies, snacks, apparel, year-end awards, gifts.
• Check mail for office.
• Send any checks received to lockbox.
• Coordinate office outings and staff lunches.
• General building and office management.

• 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 Marketing Coordinator is asked to participate in Business Unit-sponsored events promoting the paper.

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

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

High School diploma -- 2-year college degree or equivalent experience preferred.

1-3 years event experience preferred

• Proficient with MS Office products (Excel, PowerPoint, Word,…