This job might no longer be available.

Events Assistant

Bethesda Softworks is looking for an energetic and extremely organized self-starter to provide administrative support to the events department and work closely with the events and marketing team to craft events of all types and sizes.

This position is a unique opportunity for a talented, professional and extremely organized candidate to work closely with Bethesda’s marketing and events team.

Administrative Responsibilities :

• Responsible for general administrative duties including filing, mailing, data-entry, special projects and other general office tasks as needed
• Submit purchase requests, vendor agreements and update budget documents
• Prepare expense reports and keep track of receipts and expenses
• Prepare agenda for weekly meetings and take notes for all event related calls and meetings
• Sort and distribute incoming mail and prepare outgoing mail including FedEx and UPS packages
  

Event Management Responsibilities :

• Manage task lists and milestone schedules along with accurate guest lists for multiple events at once
• Develop and maintain status reports on current projects that will be circulated company wide
• Create post-show internal reports, which will include quantitative results as well as qualitative feedback
• Assist with RFPs, coordinate vendor set up and paperwork, and track contracts, purchase requests, and payments through the approval and review processes with senior managers to execute in a timely manner
• Perform research on and assist with booking of venue spaces, caterers, hotels, and other vendors
• Manage event logistics, catering and supply orders, equipment rental and set up, and ensure appropriate decor to meet quality and brand expectations
• Assist with booking team travel, creating travel manifests and ensuring accuracy of hotel room blocks
• Collaborate with Brand, PR, Video and Design teams on event collateral and promotional materials as needed

Requirements:

• At least 1-2 year of professional office; events/tradeshows and/or catering and hospitality or related experience preferred
• Extremely proficient in Microsoft Excel, PowerPoint, Outlook as well as other cloud-based technologies
• Resourceful self-starter with strong written and verbal communication skills
• Extremely organized with strong attention to detail and a desire for accuracy
• Ability to take initiative and work effectively in a highly confidential, fast-paced environment
• Demonstrable experience managing multiple projects and work assignments simultaneously
• Occasional overnight travel, nights, and weekends required as needed for event staffing
• Must have valid driver's license, vehicle insurance and reliable transportation

Desired Skills:

• Possess graphic design and/or digital asset management background
• Prior experience using Oracle
• Prior experience using Photoshop, Illustrator or any aspects of Adobe suite