Assistant Event Coordinator Job at Marketing Consultancy Lab in Charlotte

Job Title: Assistant Event Coordinator

Position Summary:
We are seeking a highly organized and energetic Assistant Event Coordinator to support our Event Coordinator in planning, organizing, and executing memorable events. The ideal candidate is detail-oriented, customer-focused, and able to handle multiple tasks in a fast-paced environment. This role involves working closely with vendors, clients, and team members to ensure the seamless operation of events, from conception to completion.

Key Responsibilities:

1. Event Planning Support:
   
   • Assist the Event Coordinator in planning and organizing events, including meetings, conferences, weddings, corporate functions, and social gatherings.
   • Collaborate in preparing event timelines, budgets, and checklists to keep the planning process on track.
   • Conduct research on vendors, venues, and other event resources and assist in obtaining quotes and negotiating contracts.
2. On-Site Event Assistance:
   
   • Support event setup, coordination, and breakdown on the day of events, ensuring all elements meet client expectations.
   • Greet and assist guests, direct vendor load-in, and provide support with registration or guest check-in as needed.
   • Address issues that may arise during events, providing quick solutions to maintain a positive experience.
3. Vendor and Client Communication:
   
   • Act as a point of contact for vendors, providing details about event timelines, layout, and requirements.
   • Coordinate meetings and communicate with clients to confirm event details, preferences, and special requests.
   • Support communication flow between the Event Coordinator, vendors, and clients, ensuring all parties are informed and aligned.
4. Logistics and Administrative Duties:
   
   • Organize and maintain event supplies, promotional materials, and inventory, replenishing stock as needed.
   • Assist with administrative tasks such as data entry, invoicing, expense tracking, and creating event documentation.
   • Prepare event-related materials, including name tags, seating charts, agendas, and schedules.
5. Post-Event Coordination:
   
   • Participate in post-event evaluations, gathering feedback from clients and vendors.
   • Assist in the creation of post-event reports and analysis to improve future events.

Qualifications:

• Excellent communication
• Organizational, and multitasking skills.
• Ability to remain calm under pressure and solve problems quickly.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint
• Knowledge of event management software is a plus.