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Events Assistant

Title:                         Events Assistant

Reports to:             Director, Events & Programming

Job Summary:          The Events Assistant supports the Events team in delivering exceptional event experiences designed to advance Heritage’s mission. The Assistant Director of Events supervises the Events Assistant.
 

Job Duties:

  • Event Support – includes preparing travel arrangements, facilitating the shipping of supplies in a timely manner for events held nationwide, developing email marketing communications, managing event postings on myHeritage.org, handling onsite set-up and execution of registration, and various other duties related to events.
  • Event Registration – includes creating annual workload summary for third-party event registration vendor, developing event briefings to prepare vendor for each event’s registration process, manage and update the Registration Process Manual that the vendor uses to train their team, and oversee entry of all event RSVPs into database by vendor.
  • Office and Administrative Responsibilities – includes ordering and tracking of event and catering supplies inventory, organizing the team’s storage, coordinating social outings for the team, providing support with the room reservation system, and performing general office duties. Also includes supporting the Director with scheduling meetings, filing expense reports and other administrative tasks as needed.
  • Internal & External Calendars – includes updating team and organization-wide calendars, working with planners to update the production calendar, and producing daily public calendar of events happening within the building.
  • Contact Management – includes working with the team to maintain updated contact information for venues, vendors and speakers.
  • Team Budget & Expenses – includes submitting personal purchasing card expense reports, processing invoices, and assisting with producing event revenue and filing expense reports.
  • Event Media Archive – includes updating and archiving all event media files such as video, audio, and photography.

Skill Factors:

Education:                   Bachelor’s Degree

Experience:                 1-2 years of experience in event management, donor relations, or customer service.

Computer:                   Proficient in MS Office (Excel and Word), Outlook, and the ability to master new software.

 

Special Skills/Requirements:  

  • Effective written and verbal communication skills; ability to communicate clearly and concisely
  • Ability to think critically and handle emergency situations, demonstrating sound judgment under pressure
  • Ability to self-organize, strong attention to detail and the ability to handle multiple projects while setting appropriate priorities to achieve goals
  • Understand and support the Heritage mission and vision for America, and the team’s goals and objectives
  • Availability to travel and work nights and weekends when necessary
  • Desire to develop a career within the events industry
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