Assistant, Events and Conferences

Scholastic; New York (NY); On-site; USD 44,000 - 50,000; Full time

Job summary

A leading company is seeking an Event Assistant to support planning and execution of high-visibility events such as conventions and corporate events. This role involves managing logistics, financial reporting, and providing on-site assistance for various events. The ideal candidate will be detail-oriented, with strong organizational skills and proficiency in relevant software. Join Scholastic, a global leader in education, and contribute to impactful events that facilitate learning and community engagement.

Benefits

Health and wellness benefits

401(k) retirement savings plan

Tuition-Free programs for undergraduate and graduate degrees

Generous Parental Leave Program

Employee Stock Purchase Plan (ESPP)

Qualifications

• Experience in logistics and event planning required.
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint, and Google Docs.
• Ability to handle many projects simultaneously.

Responsibilities

• Provide logistical support for in-person, hybrid, and virtual events.
• Manage financials including team expense reconciliation and bookkeeping.
• Assist in event setup and breakdown, interacting with attendees.

Skills

Detail-oriented

Organizational skills

Teamwork

Communication

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Adobe InDesign

Cvent

Job description

As an Event Assistant, you will play a critical role in supporting the planning and execution of cross divisional marketing and strategic events including conventions, meetings and third-party events. The department is comprised of Corporate Conferences and Events, Internal Event Services/Audio Visual, and Internal Communications.

Core focus of this role: Support Corporate Events and Internal Event Services teams with various duties to ensure all details and logistics for multiple high-visibility events are handled in a timely and efficient manner. In partnership with various vendors, our portfolio of events range from small gatherings of five attendees to large scale conferences with up to 10K participants including authors, educators, librarians, consumers, retailers, etc.

RESPONSIBILITIES

Corporate Events (50%)

Support the event lifecycle for in-person, hybrid and virtual events by providing logistical and administrative support for the event planning team. Included, but not limited to shipping logistics, event software administration, ordering event services/supplies, etc.

Under the direction of the events team, collaborate with various business units and external vendors to ensure successful delivery of event marketing strategies.

Assist managers with the event production process (i.e. submitting accurate entries and reporting in event management software, creating necessary communication of events (show memos, promotional materials, emails, etc.)

Manage departmental financials including team expense reconciliation, bookkeeping, processing invoices, check requests, and wire transfers.

Assist in maintaining accurate budget reporting by working closely with financial analysts and event managers.

Research and source for key event components including venues, corporate gifts and vendors.

Manage the transport and shipping of large-scale event materials, including heavy books and collateral, marketing and promotional items and large quantities of supplies.

Coordinate with shipping vendors to efficiently manage pick-up and delivery schedules.

Maintain sub-basement inventory and facilitate event material loan program to divisions.

Provide on-site support when needed. Some travel required.

Event Services (50%)

Assist Sr. Event Services manager with on-site building events, meetings, virtual and hybrid webinars and day to day management of corporate headquarters event spaces. Will include:

Onsite event staff support working in various capacities i.e. interact with attendees and employees, provide information, manage guest registration, and staff promotional activities.

Virtual events: Set-up and support virtual events as needed in various platforms including Zoom, StreamYard, and Microsoft Teams

About Scholastic

For more than 100 years, Scholastic Corporation (NASDAQ: SCHL) has been meeting children where they are – at school, at home and in their communities – by creating quality content and experiences, all beginning with literacy. Scholastic delivers stories, characters, and learning moments that empower all kids to become lifelong readers and learners through bestselling children’s books, literacy- and knowledge-building resources for schools including classroom magazines, and award-winning, entertaining children's media. As the world's largest publisher and distributor of children's books through school-based book clubs and book fairs, classroom libraries, school and public libraries, retail, and online, and with a global reach into more than 135 countries, Scholastic encourages the personal and intellectual growth of all children, while nurturing a lifelong relationship with reading, themselves, and the world around them. Learn more at www.scholastic.com .

Some benefits that we offer:

Full suite of health and wellness benefits (including a $0 deductible Medical Plan)

Retirement Savings Plan 401(k) with options for both Roth and Traditional Contributions

Tuition-Free programs for undergraduate and graduate degrees

Generous Parental Leave Program

Employee Stock Purchase Plan (ESPP) with opportunity for discounted stock at a 15% discount

Thank you for your consideration in choosing Scholastic.

Qualifications

HOW YOU CAN FIT (Qualifications)

Maintain Corporate Events Calendar

Work with the building facilities team on managing maintenance of event spaces (including inspecting event spaces, scheduling repairs, cleaning, servicing, etc.)

Monitor the Meetings Reservation system ensuring internal and external meetings/events are properly booked; identify any conflicts and proactively manage with internal/external clients.

Candidate will be required to work onsite a minimum of three to four days per week.

Will require working extended hours (early AM and late PM) and weekends

Detailed-oriented with superior organizational skills and ability to handle many projects simultaneously.

Flexible, outgoing personality; high energy a must!

Able to work under strict guidelines and in a fast-paced environment.

Professional integrity, reliable, independent and the ability to work effectively in a team environment.

Highly proficient in Microsoft Outlook, Word, Excel, PowerPoint, and Google documents and sheets.

Experience with Cvent, Adobe InDesign and Photoshop a plus

Requires physical labor and strong commitment to successful logistical planning.

Willing to travel and able to lift heavy materials and work to physically set up booths and furniture for in-house meetings.

Ability to work effectively with various people. Flexible and professional demeanor

Interest in tradeshow/meeting planning or event marketing industry; Office experience.

Time Type:

Full time

Job Description:

THE OPPORTUNITY

As an Event Assistant, you will play a critical role in supporting the planning and execution of cross divisional marketing and strategic events including conventions, meetings and third-party events. The department is comprised of Corporate Conferences and Events, Internal Event Services/Audio Visual, and Internal Communications.

Core focus of this role: Support Corporate Events and Internal Event Services teams with various duties to ensure all details and logistics for multiple high-visibility events are handled in a timely and efficient manner. In partnership with various vendors, our portfolio of events range from small gatherings of five attendees to large scale conferences with up to 10K participants including authors, educators, librarians, consumers, retailers, etc.

RESPONSIBILITIES

Corporate Events (50%)

• Support the event lifecycle for in-person, hybrid and virtual events by providing logistical and administrative support for the event planning team. Included, but not limited to shipping logistics, event software administration, ordering event services/supplies, etc.

• Under the direction of the events team, collaborate with various business units and external vendors to ensure successful delivery of event marketing strategies.

• Assist managers with the event production process (i.e. submitting accurate entries and reporting in event management software, creating necessary communication of events (show memos, promotional materials, emails, etc.)

• Manage departmental financials including team expense reconciliation, bookkeeping, processing invoices, check requests, and wire transfers.

• Assist in maintaining accurate budget reporting by working closely with financial analysts and event managers.

• Research and source for key event components including venues, corporate gifts and vendors.

• Manage the transport and shipping of large-scale event materials, including heavy books and collateral, marketing and promotional items and large quantities of supplies.

• Coordinate with shipping vendors to efficiently manage pick-up and delivery schedules.

• Maintain sub-basement inventory and facilitate event material loan program to divisions.

• Provide on-site support when needed. Some travel required.

Event Services (50%)

Assist Sr. Event Services manager with on-site building events, meetings, virtual and hybrid webinars and day to day management of corporate headquarters event spaces. Will include:

• In-person events: event setup and breakdown including furniture, signage, décor, promotional material, etc.

• Onsite event staff support working in various capacities i.e. interact with attendees and employees, provide information, manage guest registration, and staff promotional activities.

• Virtual events: Set-up and support virtual events as needed in various platforms including Zoom, StreamYard, and Microsoft Teams

About Scholastic

For more than 100 years, Scholastic Corporation (NASDAQ: SCHL) has been meeting children where they are – at school, at home and in their communities – by creating quality content and experiences, all beginning with literacy. Scholastic delivers stories, characters, and learning moments that empower all kids to become lifelong readers and learners through bestselling children’s books, literacy- and knowledge-building resources for schools including classroom magazines, and award-winning, entertaining children's media. As the world's largest publisher and distributor of children's books through school-based book clubs and book fairs, classroom libraries, school and public libraries, retail, and online, and with a global reach into more than 135 countries, Scholastic encourages the personal and intellectual growth of all children, while nurturing a lifelong relationship with reading, themselves, and the world around them. Learn more at www.scholastic.com .

Some benefits that we offer:

• Full suite of health and wellness benefits (including a $0 deductible Medical Plan)

• Retirement Savings Plan 401(k) with options for both Roth and Traditional Contributions

• Tuition-Free programs for undergraduate and graduate degrees

• Generous Parental Leave Program

• Employee Stock Purchase Plan (ESPP) with opportunity for discounted stock at a 15% discount

Thank you for your consideration in choosing Scholastic.

Qualifications

HOW YOU CAN FIT (Qualifications)

• Maintain Corporate Events Calendar

• Work with the building facilities team on managing maintenance of event spaces (including inspecting event spaces, scheduling repairs, cleaning, servicing, etc.)

• Monitor the Meetings Reservation system ensuring internal and external meetings/events are properly booked; identify any conflicts and proactively manage with internal/external clients.

• Candidate will be required to work onsite a minimum of three to four days per week.

• Will require working extended hours (early AM and late PM) and weekends

• Detailed-oriented with superior organizational skills and ability to handle many projects simultaneously.

• Flexible, outgoing personality; high energy a must!

• Able to work under strict guidelines and in a fast-paced environment.

• Professional integrity, reliable, independent and the ability to work effectively in a team environment.

• Highly proficient in Microsoft Outlook, Word, Excel, PowerPoint, and Google documents and sheets.

• Experience with Cvent, Adobe InDesign and Photoshop a plus

• Requires physical labor and strong commitment to successful logistical planning.

• Willing to travel and able to lift heavy materials and work to physically set up booths and furniture for in-house meetings.

• Ability to work effectively with various people. Flexible and professional demeanor

• Interest in tradeshow/meeting planning or event marketing industry; Office experience.

Education: Bachelor’s degree

Time Type:

Full time

Job Type:

Regular

Job Family Group:

Marketing

Location Region/State:

New York

Compensation Range:

Annual Salary: 44,800.00 - 50,000.00

EEO Statement:

Scholastic is an Equal Opportunity Employer. Our policy is clear: there shall be no discrimination on the basis of race, religion, color, sex, pregnancy, national origin, marital status, sexual orientation, gender identity or expression, age, non-disqualifying physical or mental disability, or status as a disabled veteran or Vietnam veteran. Those factors shall not influence the determination of qualifications for a job or other opportunity within the company. Further, all personnel actions (such as compensation, tuition aid, benefits, transfers, promotions, and dismissals, company-sponsored training, social and recreational programs) shall be administered without discrimination.

EEO is the Law Poster

EEO Scholastic Policy Statement

Pay Transparency Provision

Find the best books, literary resources and educational solutions for kids at Scholastic, a leader in publishing and education for nearly 100 years.

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