Event & Office Coordinator

Dallas Business Journal; Dallas (TX); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health, dental and vision plans

401K with employer match

Flexible Spending Accounts

Employee Assistance Program

Paid parental leave

Job summary

The Dallas Business Journal is hiring an Event and Marketing Coordinator to help the events team run all aspects of our programs with strong organization and customer service. This hybrid position requires in-office work Monday through Thursday and remote work on Fridays, ensuring marketing plans, registrations and speaker logistics stay on track.

You will build out online event pages, coordinate sponsors, honorees and speakers, and support on-site execution.

Qualifications

• High School diploma or Associate degree preferred.
• 1–3 years event experience preferred.
• Proficiency with MS Office and web-based meeting tools required.

Responsibilities

• Coordinate event marketing plans including social media, e-marketing, print and web.
• Build out online event registration pages and update sponsorships/speakers in real time.
• Oversee program logistics: sponsors, speakers, honorees; ensure cohesive branding and on-site assets.
• Manage day-of event registration and on-site publications; assist with pre-event prep and load-in/out.
• Participate in long-term event planning and strategy alongside the Events Director.
• Provide administrative support, maintain trackers, and produce client event recaps.

Skills

MS Office

Web conferencing tools

Communication

Education

High School diploma or Associate degree

Tools

Teams

Zoom

Webex

Job description

This position is hybrid, Monday - Thursday in the office and Friday remote.

As a vital asset to the events team, your contribution to the organization will be to ensure events, and the processes around them, run smoothly and seamlessly. You will exemplify superior organization, customer service and time management skills.

Event-Related Roles

• Coordinate all event marketing
  • Oversee and execute a marketing plan for each event that includes social media, e-marketing, print and web.
  • Coordinator will work with both the Event Director and BDD to ensure marketing plan stays on track.
  • Coordinator will identify and build relationships with community partners for event exposure and marketing.
• Build out online event registration pages
  • Create & update event registration pages using the company system.
  • Coordinator will work directly with the Event Director on this.
  • Ensure that all new sponsorships and event speakers are updated in real time.
• Oversee program logistics: Sponsors, speakers, and honorees
  • Assist ED in regular communication with honorees
  • Assist in coordinating speaker logistics -- when needed
  • Complete event sponsorship schedule for all sponsors
  • Coordinate registering honorees, speakers, and sponsors for programs in a timely and accurate manner
  • Manage event collateral design with the BDD to ensure cohesive branding and onsite asset creation
• Event Execution
  • Brainstorm with ED on overall event execution for each event
  • Manage day-of event registration
  • Assist in all aspects of event prep -- name badges, event signage, on-site publications, event décor, sponsor material, framed material, awards, step and repeat etc.
  • Assist with event load in, set-up, and load out
• Participate in the long-term planning of events with Events Director
  • Assist in the strategic planning of Puget Sound 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 Events Director
  • Produce individual event recaps to clients Gold and above level
  • Produce general recap of event for other sponsor levels
• Administrative assistance
  • Assist in proofing of event materials
  • Assist the Events Director as instructed with planning and logistics as necessary
  • Update sponsor, honoree, and speaker's trackers regularly
  • Assist in collection of materials for programs

Administrative/Operations Assistance

• EO will work with Publisher to manage office vendor relationships including agreements, payments, and subscriptions.
• EO will work with Event Director and Publisher to manage industry, civic & business organization trade agreements & deliverables.
• Assist with ordering office supplies, snacks, apparel, year-end awards, gifts.
• Check mail for office.
• Send any checks received to lockbox.
• Coordinate office outings and staff lunches.
• General building and office management.

Communication and Teamwork

• Keep Events Director aware of workflow and status of scheduled work. Work collaboratively and cooperatively with members of all other departments.
• Share organizational tools and plans for keeping on schedule
• Like all other staff members, the Event and Marketing Coordinator is asked to participate in Business Unit-sponsored events promoting the paper.

Professional Development

The Event and Marketing Coordinator should participate in all training offered by ACBJ and the PSBJ when applicable.

Other

The Event and Marketing Coordinator should be prepared to assist with any other task requested by the Events Director.

Education

High School diploma -- 2-year college degree or equivalent experience preferred.

Experience

1-3 years event experience preferred

Specific Skills

• Proficient with MS Office products (Excel, PowerPoint, Word, etc.)
• Ability to used Web Based communication tools required (Teams, Zoom, Webex, etc.)

The well-being of our employees is paramount. For that reason, ACBJ offers a variety of rich and competitive benefits including bundled health, dental and vision plans designed to meet our employees' needs. We also provide programs to support mental health and wellness and a generous time-off policy in support of taking the time needed to recharge. Here are just a few of our programs:

• 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
• And so much more! (Benefits coverage indicated above may be based on employee participation in benefit programs and eligibility)

This Company is an Equal Opportunity Employer. The Company considers applicants for all positions without regard to race, color, religion, national origin, gender, age, marital status, disability, veteran status, sexual orientation, genetic information or any other characteristic protected by applicable city, state or federal law.

COMPENSATION:$60,000 - $70,000