Torchora
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Key Responsibilities and Required Skills for Events Assistant

💰 $45,000 - $65,000

EventsMarketingAdministrativeHospitality

🎯 Role Definition

This role requires a highly motivated and detail-oriented Events Assistant to join our vibrant team. In this pivotal support role, you will be the organizational backbone of our events department, contributing to the planning, coordination, and execution of a diverse portfolio of virtual, hybrid, and in-person events. The ideal candidate is a master of multitasking, a proactive problem-solver, and a clear communicator who thrives in a fast-paced environment. This is a fantastic opportunity to gain hands-on experience and grow within the exciting world of event management, working alongside seasoned professionals to deliver world-class experiences that align with our brand and strategic goals.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Marketing or Events Intern
  • Administrative Assistant
  • Hospitality Coordinator / Guest Services Associate

Advancement To:

  • Events Coordinator
  • Junior Events Manager
  • Marketing Specialist, Events

Lateral Moves:

  • Marketing Assistant
  • Project Coordinator

Core Responsibilities

Primary Functions

  • Assist the Events Manager in the end-to-end planning and execution of all company events, including conferences, webinars, trade shows, client appreciation events, and internal team-building activities.
  • Conduct comprehensive research on potential venues, vendors, and suppliers, compiling detailed comparison reports to support decision-making.
  • Serve as a key point of contact for external vendors and partners, managing communications, negotiating quotes, and ensuring all deliverables meet quality standards and deadlines.
  • Coordinate event logistics, including attendee registration, travel arrangements, accommodation booking, and catering services.
  • Prepare, assemble, and manage the shipment of event materials, such as signage, marketing collateral, promotional items, and registration supplies.
  • Maintain and meticulously update the master events calendar, project timelines, and internal planning documents to ensure all stakeholders are informed.
  • Provide exceptional on-site support during events, assisting with setup, registration, attendee inquiries, session monitoring, and breakdown to ensure a seamless experience for all participants.
  • Manage and track event inventory, including booth hardware, technology assets, and promotional materials, before and after each event.
  • Process and track event-related invoices, expense reports, and purchase orders, assisting with budget reconciliation and financial reporting.
  • Collaborate with the marketing team to create and distribute promotional materials, including email invitations, social media announcements, and website updates.
  • Monitor event registration platforms, manage attendee lists, and generate regular reports on registration numbers and demographic data.
  • Coordinate the scheduling of pre-event planning meetings and post-event debrief sessions, preparing agendas and distributing meeting minutes.
  • Gather and compile post-event feedback through surveys and other channels to contribute to comprehensive event performance analysis.
  • Update and maintain the contacts database (CRM) with attendee information and leads generated from events for sales and marketing follow-up.
  • Assist in the creation of compelling presentations and run-of-show documents for event staff, speakers, and key stakeholders.
  • Manage virtual event platforms (e.g., Zoom, Teams, Webex), providing technical support to speakers and attendees during online events.
  • Support the development of event concepts and themes by contributing creative ideas during brainstorming sessions.

Secondary Functions

  • Support ad-hoc reporting requests and exploratory analysis of event attendance data, engagement metrics, and lead generation success.
  • Contribute to the events team's strategic planning and process improvement initiatives by identifying opportunities for efficiency and innovation.
  • Collaborate with cross-functional business units, including Sales, Marketing, and Product teams, to translate their objectives into engaging event experiences.
  • Participate in regular team meetings, brainstorming sessions, and project planning for the annual events calendar.

Required Skills & Competencies

Hard Skills (Technical)

  • Event Management Software: Proficiency with platforms such as Cvent, Eventbrite, or similar registration and event management tools.
  • MS Office / Google Workspace: Advanced skills in Microsoft Office Suite (Excel, PowerPoint, Word) and/or Google Workspace (Sheets, Slides, Docs) for tracking, reporting, and presentations.
  • Virtual Meeting Platforms: Experience managing and producing events on virtual platforms like Zoom Webinar, Microsoft Teams Live Events, or Webex.
  • Budget Management: Basic understanding of tracking expenses, processing invoices, and assisting with budget reconciliation.
  • CRM Software: Familiarity with CRM systems like Salesforce or HubSpot for managing leads and attendee data.
  • Project Management Tools: Experience using tools like Asana, Trello, or Monday.com to manage tasks and timelines.

Soft Skills

  • Exceptional Organization: The ability to juggle multiple projects, deadlines, and details simultaneously without letting anything slip through the cracks.
  • Meticulous Attention to Detail: A sharp eye for accuracy in all aspects of event planning, from proofreading materials to confirming logistical arrangements.
  • Proactive Problem-Solving: The capacity to anticipate potential issues and calmly and resourcefully find effective solutions under pressure.
  • Outstanding Communication: Excellent written and verbal communication skills for interacting professionally with attendees, vendors, and internal teams.
  • Time Management & Prioritization: Adept at managing a high-volume workload, prioritizing tasks effectively, and meeting tight deadlines.
  • Teamwork & Collaboration: A positive, can-do attitude with a strong ability to work collaboratively and support team members to achieve common goals.
  • Customer Service Orientation: A genuine desire to provide an exceptional and welcoming experience for all event attendees, speakers, and partners.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent with relevant work experience.

Preferred Education:

  • Bachelor’s Degree from an accredited university.

Relevant Fields of Study:

  • Hospitality Management
  • Marketing
  • Communications
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a role involving event support, administrative coordination, or marketing assistance.

Preferred:

  • Direct experience assisting with corporate events, trade shows, or conferences is highly desirable. Experience working within a fast-paced agency or corporate marketing department is a significant plus. A proven track record of successfully supporting both virtual and in-person events will set a candidate apart.
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