Event Coordinator/Administrative Assistant

ASM Global; Philadelphia (Philadelphia County); On-site; USD 35,000 - 65,000; Full time

Job summary

ASM Global is seeking an Event Coordinator/Administrative Assistant to manage client relations and logistical demands for events at the Pennsylvania Convention Center. This role involves detailed planning, coordination of events, exceptional customer service, and flexible working hours to support various events.

Qualifications

• Minimum high school education or equivalent.
• Two years’ experience in a related field is desirable.
• Ability to work irregular hours in a fast-paced environment.

Responsibilities

• Obtain and organize information and requirements from clients.
• Prepare detailed event manifests and outlines.
• Function as the liaison between clients and staff of the Pennsylvania Convention Center.

Skills

Customer service

Communication

Organization

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Join to apply for the Event Coordinator/Administrative Assistant role at ASM Global

Join to apply for the Event Coordinator/Administrative Assistant role at ASM Global

• Obtain and organize detailed information and requirements from clients.
• Prepare detailed event manifests, outlines, work orders and instructions for events as required.
• Prepare appropriate drawings of event requirements as required.
• Function as liaison between users of the Pennsylvania Convention Center and Staff.
• Monitor assigned events and interface with coordinators of events scheduled during the same period.
• Provide exceptional customer service, hospitality, and prompt attention to the clients’ needs.
• Provide timely and accurate information necessary to produce the event.
• Manage multiple events and phases of event production.
• Act as key contact with the customer for communication and logistical requirements.
• Serves as primary or secondary liaison between clients and facility departments.
• Supports the departments secondary event manager program.
• Monitors in-house events, maintaining close contract with clients and facility staff to ensure successful.
• Collaborate with the Philadelphia Convention & Visitors Bureau (PCVB), contractors, and internal partners.
• Manage event related decisions based on PCC/ASM Global policies and procedures.
• Maintain awareness and knowledge of surroundings to prevent accidents, especially while on the exhibit hall floor.
• Oversee equipment rentals of PCC/ASM Global owned equipment to clients, including chairs, tables, risers.
• When servicing a group in house be accessible through email, phone, or cell phone 24 hours per day, including holidays, in the event of an emergency impacting the assigned events.
• Follow-up on all client requests, concerns, and challenges.
• Attends appropriate planning, tie down, preconvention meetings, organization and other event and facility meetings in support of facility operations.
• Maintains the proper image and generates positive public relations with patrons and staff.
• Works extended/irregular hours including nights, weekends and holidays as needed.
• Promotes and fulfills ASM Global goals and brand promise.
• Participates in safety programs to achieve safety goals.
• Assists the department and organization with various projects and special assignments as needed.
• Assists the events team with but not limited to covering primary, secondary shifts, and exhibitors and administrative duties related to events.
• Work irregular schedule as required overseeing assigned events.
• Answer, screen, and direct all telephone calls
• Create Pre Con Agenda and Name Plates
• Create and maintain Pre-planning Agenda
• Upload website authorization information on Calendar of Events.
• Type correspondence for Event Services personnel
• Operate office equipment, two-way radio as required
• Distribute internal correspondence
• Implement office and personnel policies as required
• Maintain an irregular work schedule when circumstances dictate
• Performs other assigned duties as required, functions and special projects as assigned by the Director of Event Management & Business Analysis.
  
  

Essential Duties And Responsibilities

• Obtain and organize detailed information and requirements from clients.
• Prepare detailed event manifests, outlines, work orders and instructions for events as required.
• Prepare appropriate drawings of event requirements as required.
• Coordinate equipment distribution (drapes, tables, chairs, staging, etc.) as required.
• Function as liaison between users of the Pennsylvania Convention Center and Staff.
• Monitor assigned events and interface with coordinators of events scheduled during the same period.
• Provide exceptional customer service, hospitality, and prompt attention to the clients’ needs.
• Provide timely and accurate information necessary to produce the event.
• Manage multiple events and phases of event production.
• Act as key contact with the customer for communication and logistical requirements.
• Serves as primary or secondary liaison between clients and facility departments.
• Supports the departments secondary event manager program.
• Monitors in-house events, maintaining close contract with clients and facility staff to ensure successful.
• Collaborate with the Philadelphia Convention & Visitors Bureau (PCVB), contractors, and internal partners.
• Manage event related decisions based on PCC/ASM Global policies and procedures.
• Maintain awareness and knowledge of surroundings to prevent accidents, especially while on the exhibit hall floor.
• Oversee equipment rentals of PCC/ASM Global owned equipment to clients, including chairs, tables, risers.
• When servicing a group in house be accessible through email, phone, or cell phone 24 hours per day, including holidays, in the event of an emergency impacting the assigned events.
• Follow-up on all client requests, concerns, and challenges.
• Attends appropriate planning, tie down, preconvention meetings, organization and other event and facility meetings in support of facility operations.
• Maintains the proper image and generates positive public relations with patrons and staff.
• Works extended/irregular hours including nights, weekends and holidays as needed.
• Promotes and fulfills ASM Global goals and brand promise.
• Participates in safety programs to achieve safety goals.
• Assists the department and organization with various projects and special assignments as needed.
• Assists the events team with but not limited to covering primary, secondary shifts, and exhibitors and administrative duties related to events.
• Work irregular schedule as required overseeing assigned events.
• Answer, screen, and direct all telephone calls
• Create Pre Con Agenda and Name Plates
• Create and maintain Pre-planning Agenda
• Upload website authorization information on Calendar of Events.
• Type correspondence for Event Services personnel
• Operate office equipment, two-way radio as required
• Distribute internal correspondence
• Implement office and personnel policies as required
• Maintain an irregular work schedule when circumstances dictate
• Performs other assigned duties as required, functions and special projects as assigned by the Director of Event Management & Business Analysis.
  
  

Supervisory Responsibilities

None

Qualifications

To perform this job successfully, one must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And Experience

• Minimum high school education or equivalent.
• Additional years’ experience may serve as substitute on basis of two (2) years’ experience for one (1) year of college.
• Two (2) years’ experience in a related field highly desirable.
• Ability and willingness to work irregular hours in fast paced environment.
  
  

Knowledge, Skills, And Abilities

• Knowledgeable in all events related and departmental procedures established by the Pennsylvania Convention Center.
• Prepared to interact with fellow employees with respect to policies, procedures and overall operating guidelines of the Pennsylvania Convention Center and maintain an excellent public image for the Center.
• Good oral and written communications skills and the ability to follow directions with minimal instruction are also skills associated with this position.
  
  

COMPUTER KNOWLEDGE

To perform this job successfully, an individual should have working knowledge of event booking and scheduling software, spreadsheet software and word processing software and be proficient in Microsoft Word, Excel, and PowerPoint.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to work both indoors and outdoors as required by the function. Must have the physical ability to maneuver around PCC, at times, walking and/or standing up to 8-10 hours daily. The employee is regularly required to sit for long hours; using hands to handle files, type, and operate office machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to handle contracts, other office correspondence, etc.

Hours Of Work And Travel Requirements

Irregular hours and land and/or travel may be required.

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Entertainment

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