Events Coordinator & Office Manager

Join to apply for the Events Coordinator & Office Manager role at Washington Business Journal
. As the Events Coordinator & Office Manager, you will coordinate, oversee, and perform a wide variety of administrative and support services for the Publisher and staff. You will ensure all office operations run smoothly and recommend improvements where needed.

• Coordinate all quarterly gatherings for select signature events
• Coordinate catering for smaller gatherings and events outside of quarterly gatherings
• Submit JIRA tickets for all email marketing & house ads each week
• Submit ads into Salesforce that were part of event trades and create the advertising contract for each trade deal
• Work with editorial team to coordinate marketing efforts on social channels via True Anthem (Linked In, Twitter, Instagram)
• Handle all event registration (inputting into registration system)
• Create, print, stuff name badges for all in‑person events and possibly manage gift bags
• Set up registration tables, other event collateral (step & repeat walls), hand out awards at in‑person events
• Transport event collateral to in‑person events
• Assist ED with execution of live & virtual events (using Zoom, Go To Meeting , etc.)
• Assist ED with website builds as needed (Squadup)
• Assist ED with nomination website builds as needed (Admin)
• Assist ED with securing awards for each event
• Establish & maintain relationships with vendors and venues

• Coordinate catering for office staff meetings and gatherings
• Submit expense reports for Publisher
• Manage Publisher’s calendar
• Submit invoices for office, event and general company expenses
• Process client invoices/checks that need to be forwarded to corporate office; receive checks sent to the market and forward to the lock box; notify customers of the lock box address
• Maintain postage machine, create postage reports and recharge postage balance as necessary; open and distribute mail to the appropriate department/person throughout the office
• Manage all general office needs including telephone system, equipment service agreements, repairs, and maintenance; liaise with office building management; review and facilitate office supply requisitions and order fulfillment
• Order office supplies
• Coordinate employee onboarding, including new employee orientation, office set up, business cards, and I‑9 verification. Assist employees in locating the correct employee service such as help desk, benefit service center, employee self‑service tools, Eagle‑i and Share Point
• Assist corporate accounting department with various items, as requested
• Additional duties as necessary

• Track and approve all client invoices/outstanding invoices – take credit card payments for client invoices. Assist Account Executives by printing and sending to customers with tear sheets as needed
• Provide calendar holds on sales team and Publisher’s calendar for all events
• Assist Account Executives with updates in Salesforce. Be knowledgeable about the system/process – pipeline, meeting summaries, etc.
• Manage the weekly production report with Power BI and work with sales team in collecting artwork
• Manage client contract workflow, including implementation and ongoing process management of electronic contracts and supporting insertion order process as needed
• Become expert in the Swift Pitch system and support the sales team in its use, as well as the local advertising and marketing resources found on SharePoint; work with Sales Director on event wrap‑up report information

Education
:
College degree preferred.

Experience
:
Minimum 3 years preferred. 3 references required.

Specific Skills
:
Excel;
Adobe Creative Cloud (illustrator, InDesign, Photoshop) and True Anthem (bonus).

Success Factors
:
Detail‑oriented; persistent; focused; self‑starter.

The well‑being of our employees is paramount. For that reason, Washington Business Journal offers a variety of rich and competitive benefits including bundled health, dental and vision plans designed to meet our employees’ needs. We also provide programs to support mental health and wellness and a generous time‑off policy in support of taking the time needed to recharge.