Event and Operations Coordinator

Philadelphia Business Journal is seeking an Events and Operations Coordinator to manage various event-related tasks and provide administrative support. The role involves coordinating event marketing, overseeing logistics, and assisting with office administration to ensure successful event execution.

Responsibilities

• Coordinate all event marketing
• Oversee and execute a marketing plan for each event that includes social media, e-marketing and print
• EO Coordinator will work with both the Event Director and Graphic Designer to ensure marketing plan stays on track
• Build out online event registration pages
• Create & update event registration pages using the company system
• EO Coordinator will work directly with the Event Director on this
• Oversee program logistics: Sponsors, speakers, and honorees
• Assist ED in regular communication with honorees
• Assist in coordinating honoree programing
• Assist in coordinating speaker logistics - when needed
• Coordinate registering honorees, speakers and sponsors for programs in a timely and accurate manner
• Event Execution
• Brainstorm with ED on overall event execution for each event
• Attend venue planning meetings
• Manage event registration
• Assist in all aspects of event prep - name badges, event signage, event décor, sponsor material, awards, etc
• Assist with event load in and load out
• Primary assistant for event setup
• Participate in the long-term planning of events with Events Director
• Assist in the strategic planning of Philadelphia Business Journal Events, including new events and improving existing events
• Assist in the overall design and theme implementation of events
• Office work
• Maintain shared filing of all event trackers, communications, and planning documents with Event Director
• Office Administration
• Newsroom and newspaper production
• Production report generation and facilitation
• Coordination with newspaper printer as required
• Corporate accounting and sales
• Act as liaison and assist the corporate accounting team
• Assist with local cash management where required
• Assist with Salesforce account administration where required
• Assist with accounts receivables, collections reporting and collections
• Assist with invoice administration, reconciliation and support
• Corporate accounting and sales
• Manage all general office needs including equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment
• Coordinate new employee onboarding and orientation. Serve as local HR resource to employees
• Assist in local monthly all-staff meetings
• The Event and Operations Coordinator should participate in all training offered by ACBJ and the PHL when applicable
• The Event and Operations Coordinator should be prepared to assist with any other task requested by the Events Director or Publisher

Skills

• College degree preferred
• 1-3 years preferred
• MS Office Suite
• Web Based Registration tools
• Social Media
• Canva
• Detail oriented
• Persistent
• Focused
• Self-starter
• Creative
• Problem solver
• Ability to establish rapport with employees, customers, and vendors
• Focus
• Discipline
• Strong customer service
• Communication skills
• Organizational skills

Benefits

• Bundled health, dental and vision plans
• Programs to support mental health and wellness
• Generous time-off policy
• Paid Parental Leave
• 401K Plan with Employer Match
• Flexible Spending Accounts
• Employee Assistance Program
• Multiple Employee Dependent Scholarship Programs
• Commuter Flexible Spending
• Lifestyle Programs (Including incentives for healthy habits)
• Medical Infertility Services
• Corporate discount programs
• Employee Recognition/Service Awards

Company Overview