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Event Assistant

Overview

Bethesda Softworks is looking for an energetic self-starter to provide administrative support to the events department. This position is a unique opportunity for a talented, professional, motivated and extremely organized candidate to work closely with Bethesda’s marketing and events team. The ideal candidate will be detail-oriented and self-motivated. You should have strong communication skills, a professional demeanor and the ability to handle confidential information. You should be a creative problem solver, extremely well-organized, take ownership of the tasks at hand, calm under pressure, and capable of multi-tasking. You will also be someone who enjoys being a team player and can interact and work well with staff and management of all levels.

Responsibilities

Administrative

• Responsible for general administrative duties including scanning, photocopying, filing, mailing, and data-entry
• Submit and track purchase requests, vendor agreements and invoiced, and maintain event budget documents
• Prepare expense reports and keep track of receipts and expenses
• Coordinate numerous schedules and handle scheduling of meetings and calls for events
• Prepare agenda and take notes for all event related calls and meetings
• Sort and distribute incoming mail and prepare outgoing mail including FedEx and UPS packages
• Assist with special projects and other general office tasks as needed

Event Management

• Manage task lists, milestone schedules, and accurate guest lists for multiple events at once
• Prepare RFPs and perform extensive research on venues, hotels, restaurants, caterers, and other vendors per event
• Coordinate event logistics, book event space, arrange food and beverage, order supplies, equipment and signage, and ensure appropriate decor to meet quality and brand expectations
• Assist with ensuring event compliance with insurance, legal, health, safety and building obligations
• Assist with booking team travel, creating travel manifests and ensuring accuracy of hotel room blocks
• Create social media copy, newsletters, promotional materials as needed
• Prepare post-show internal reports, which will include quantitative results as well as qualitative feedback

Qualifications

• Prior experience in marketing/communications and/or events/tradeshows and/or catering and hospitality field
• Extremely proficient in Microsoft Excel, PowerPoint, Outlook as well as other cloud-based technologies
• Extremely organized and strong attention to detail and desire for accuracy while balancing multiple projects at any given time
• Strong time management and critical thinking skills with the ability to work effectively in a fast-paced environment
• Resourceful self-starter with a willingness and ability to take initiative, tackle tasks quickly and independently
• Strong written and verbal communication skills with the ability to work effectively with various internal teams, external vendors, and event volunteers
• Able to develop and implement organizational systems and office procedures
• Desire to expand skill set and knowledge for both events, business growth & professional development
• Enthusiasm for events – all types and all sizes – with a passion for event/meeting planning, organization and project management
• Willingness to get your hands dirty. All team members participate in every facet of our events: set-up, execution, and evaluation. No task is too large or too small for the right candidate.

Schedule/Availability

• Ability to travel as needed to perform job duties
• Must be able to work weekends and nights, periodically and in accordance with event needs

Preferred Skills

• At least 1-2 years of professional office or related experience preferred
• Possess some form of marketing, graphic design and/or digital asset management background
• Prior experience using Oracle
• Prior experience using Photoshop, Illustrator or any aspects of Adobe suite
• Demonstrable experience in communicating and working with suppliers, contractors, employees, and others to craft flawless, successful, fun events