Executive Assistant & Event Specialist

Executive Assistant & Event Specialist
Job Description
July 7, 2023

In this role, you will assist with ongoing implementation of logistical support and planning for two hybrid meetings for one client in the medical industry. You will provide full service administrative support to the client's core team for the event. You will collaborate with planning peers and departmental teams alike to help ensure the events are executed flawlessly and compliantly. You will be responsible for reporting and tracking client hours. You will keep client projects running on time, on budget and within the client's vision.

GENERAL JOB ROLE:

• Provide a high level of client service to the client, being available and responsive to requests on a daily basis.
• Consult with client in order to determine directives and requirements for the conferences.
• Support the planning team, departmental teams, and client to ensure all milestones are clearly communicated and met. Be consultative in your approach being a team player is vital.
• Update and maintain data through multiple spreadsheets daily.
• When necessary, maintain event budgets.
• Partner with your planning peers to create clear, simple attendee, exhibitor, and speaker communications. Create and manage well-timed and accurate communication plan, as needed.
• Communicate effectively with all vendor partners, when needed. Including but not limited to hotel, transportation, signage and more.
• Work together with the event team to ensure everyone, from client to attendee to exhibitor has a positive and memorable experience from initial planning stage, through onsite/virtual production, and close of meeting.
• Professional interaction needed for Speakers and VIP's.
• Travel will be required to each meeting (Spring and Fall)
  

QUALITIES NEEDED:

• Detail oriented. Proficient in Excel spreadsheets
• Professional, tactful and courteous demeanor with client and all team members.
• Excellent communication skills. The ability to speak to all levels of client interaction, including great communication with C-suite executives, event attendees, sponsors, exhibitors, team members, and vendors.
• Client-first approach. Have a strong dedication toward serving clients with grace and confidence.
• Able to maintain project deadlines and keep projects moving forward, always showing progress.
• Multi-tasking. Managing multiple priorities and being adaptable. Having exceptional problem-solving skills, calm under pressure and work well in a collaborative environment.
• Adept at learning new technologies and applying them to the meeting specifications (Excel, PheedLoop, Jotform, and others).
• Maintaining and organizing data and information into a format that is easy to understand by planning peers and communicating with third party vendors and exhibitors.

REQUIREMENTS

• Majority day time availability.
• Estimated 20 Hours a week, depending on event work load, with increase of hours at peak planning periods closer to the event.
• Availability to provide timely responses to emails and phone calls on a daily basis.
• Able to lift at least 25 lbs.

DETAILS

• Location: Birmingham, AL
• Remote Work accepted with some in-person as needed.
• Job Availability: Immediately
• Independent Contractor or W2 Hourly Employee