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Event Specialist

Company: FerryIntl
Location: Santa Ana
Posted on: January 10, 2022

Job Description:

The Events Specialist will play an integral role in the Events team by supporting event operations from conception to planning to execution to completion. The ideal candidate possesses experience in live event production and coordination, is super detail-oriented, and is a proactive problem solver. This role requires someone who can understand an event plan from an initial, big picture vision down to every minute detail while working closely with the events managers and the Events Director to meet business objectives that will aid in promoting our coaching products, engaging with clients, and inspiring confidence in our brand.

Primary Responsibilities
Provides support in coordinating pre-production, event execution and post-event follow-up for events.
Conducts research for venue sourcing and site selection, including hotels and independent activities.
Works closely with Event managers on coordinating heavy logistics including booking travel, hotel arrangements, maintaining rooming lists, and scheduling activities for staff and clients. Collect, gather and submit rooming lists and have a strict awareness for cutoff dates and releasing rooms
Work with A/V vendors in both virtual and live event settings and manage technical production as needed.
Create, manage and maintain strong working relationships with frequently used contractors and venue managers.
Procure supplies for office and events including researching swag, comparing bids and negotiating rates for event materials.
Track various reports including registration, hotel pick-up reports, and analyzing reports post-event.
Responsible for supporting the events team; handling administrative tasks and projects, such as scheduling meetings, answering phones, handling requests, and managing correspondence
Accurately packs, labels and prepares necessary events support items for shipment to and from events. Ensures proper inventory and tracking of items.
Assist with special projects, organizing the calendar, including planning meetings, setting up travel, and arranging daily appointments
Works closely with Accounting on department invoicing and credit card reconciliation
Attendance and on-time reporting.
Maintains compliance with company policies, practices and procedures.
Participates in proactive efforts to achieve departmental and company goals.
Works effectively and communicates clearly with other employees.
Handles changing deadlines and priorities.
Reviews work for accuracy, completeness and proper authority.
Other duties as assigned

Works under general direction. Requires only broad guidelines to accomplish objectives. Uses independent judgment to achieve goals.

Education and/or Experience
Minimum three years' relevant experience. Bachelor's degree a plus. Experience working with events is a plus.

Other Skills and Abilities
Detail-oriented with excellent follow-up skills
Must be able to collaborate effectively to obtain desired results
Engaging and outgoing

Language Skills
Proficient English language skills - written and spoken. Able to read and interpret documents, instructions and manuals. Able to speak effectively and communicate clearly on the phone, in person and via email.

Computer Skills
Strong working knowledge of Microsoft Office applications

Planning and Organization
Manage multiple tasks
Must be organized, punctual and responsible
Ability to work independently

Physical Demands
This is usually sedentary work which requires the following physical activities: reaching, sitting, lifting (---25 pounds), finger dexterity, grasping, feeling, repetitive motions, talking, hearing and visual acuity; however, when shipping event materials or travelling or supporting out-of-the office activities, the lifting and moving requirement can be ---50, and the mobility requirements include climbing stairs, walking long distances, and balancing.

Work Environment
Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
The office work environment can be boisterous. Attire is business casual.

Approximately 35-45% of the time, depending on event schedule
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

*We are currently working a hybrid schedule. We are in the office Mon/Tue/Wed and working from home Thu/Fri, you get the best of both in-office and at home working. All employees must be located in CA, WA or TX; applicants outside of these locations will not be considered.
All offers are contingent upon receiving acceptable results from a pre-employment background check and drug test.

Keywords: FerryIntl, Santa Ana , Event Specialist, Other , Santa Ana, California

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