We are seeking a highly organized and detail-oriented Event Assistant to join our dynamic team. As an Event Assistant, you will play a crucial role in assisting with the planning and execution of various events, ensuring their successful implementation.

This position requires excellent multitasking abilities, strong communication skills, and a passion for delivering exceptional event experiences.

You will have the opportunity to contribute to the creation of memorable events, working closely with event planners, vendors, and attendees.

Responsibilities : Event Planning Support : Collaborate with the event planning team to assist in developing event concepts, themes, and objectives.

Conduct research on venues, suppliers, and other event-related services.Help with the creation and maintenance of event timelines, budgets, and checklists.

Assist in coordinating logistics, such as travel arrangements, accommodation, and transportation for attendees and speakers.

Vendor Coordination : Assist in identifying and selecting vendors, negotiating contracts, and managing relationships.Coordinate with vendors to ensure timely delivery of services, products, and equipment.

Assist in overseeing vendor setup, including audiovisual equipment, catering, and decorations.Event Promotion and Communication : Assist in the creation and distribution of event marketing materials, including invitations, promotional emails, and social media posts.

Respond to inquiries and provide information about the event to attendees, sponsors, and vendors.Collaborate with the marketing team to promote the event through various channels.

On-Site Event Support : Assist in setting up and preparing event venues, including arranging seating, signage, and audiovisual equipment.

Coordinate registration and check-in processes, ensuring a smooth and efficient experience for attendees.Provide on-site support during events, addressing any issues or concerns that may arise.

Requirements : High school diploma or equivalent (Bachelor's degree in event management or a related field preferred).Strong organizational and multitasking skills.

Excellent verbal and written communication abilities.Proficient in using event management software and Microsoft Office Suite.

Familiarity with social media platforms and digital marketing techniques.Ability to work under pressure and meet tight deadlines.

Flexibility to work evenings, weekends, and holidays, as required by event schedules.

Summary

At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates who are focused on providing efficient service and meaningful experiences.

The Event Planning Manager's primary focus is servicing Sale bookings. This position acts as the liaison between Meeting Planners and the hotel staff.

Responsibilities include : administering the Sales agreement, detailing all Food, Beverage and A / V needs, managing room blocks and pick up, billing instructions and final review.

Event Planning Managers also are the on-site contacts and are responsible for the smooth execution of all events. Hyatt associates work in an environment that demands exceptional performance yet reaps great rewards.

Whether it’s career opportunities, job enrichment or a supportive work environment, if you are ready for this challenge, then we are ready for you.

This is not your typical career opportunity. This is the Hyatt Touch.

Qualifications

• A true desire to satisfy the needs of others in a fast paced environment. Refined verbal and written communication skills
• A minimum of 1-3 years of hotel event sales / event planning or comparable experience preferred
• Must be proficient in general computer knowledge
• Candidates should be extremely detail oriented, organized and be able to handle a fast paced environment
• Prefer two years hotel experience or completed Event Management trainee program
• Preferd candidate has completed PSS or equivalent training

JOB DESCRIPTION :

The Event Solutions Manager will work collaboratively with the Virtual Event Site team and our national healthcare client to organize and execute events for the organization, including in-person, hybrid and virtual events.

This position is a full-time role, employed by Sound Investment (SI, parent company of Virtual Event Site) and will report to the VP of User Experience at Virtual Event Site.

The role is dedicated to VES event projects for our national healthcare client. The Events Solutions Manager will be the single point of contact for the client’s Meetings & Events Department (M&E), and will manage and coordinate work with the Virtual Event Site (VES) team.

RESPONSIBILITIES :

• Manage virtual, hybrid and in-person event requirements
• Manage multiple events simultaneously
• Lead event team and customer meetings to understand the scope of each event, including the event type (virtual, hybrid, or in-person), audience, number of attendees, registration, location, badging, staffing needs, travel and hotel.
• Create platform build timelines for deliverables to support each event, after the kickoff call and key event details have been delivered to the VES team.
• Familiarize oneself with the M&E Department’s shared folder structure and event organization system
• Update M&E Department SmartSheets folders with applicable links and assets, including links to event URLs and live registration syncs
• Keep track of event deliverables and updates, and confirm on-time completion
• After the event kickoff has taken place, assist the M&E team with the creation of event kits, including : platform screenshots to outline the registration flow, registration and platform build timelines, attendee registration information required, and post-event analytics deliverables outline.
• Coordinate the delivery of attendee lists from the M&E department to the VES team for technical implementation and QA by the VES team.

Track updates to invitation lists and deliver to the VES team.

• Provide event updates to the M&E team, including but not limited to : event deliverable updates, attendee registration updates, and post-event reporting updates.
• Ensure event websites (created on the VES platform by the VES team) are tested prior to review by M&E.
• Provide feedback spreadsheet for VES platform build to the M&E team. Ensure completion of feedback items.
• Create event support inquiries worksheets with scripted answers for each event (can range from registration support, to questions about hotel reservations, to event specific questions).
• Assist the VES team with the requirements for and delivery of post-event surveys and survey reporting.
• Ensure the delivery of post-event analytics reports, add links to SmartSheet.

In-Person Event Specific Tasks :

• Must be available to travel for in-person events
• Assist with recommendations about the location of the check-in desk and the number of staff needed to support the event.
• Work with Sound Investment (SI, parent company of VES) in-house staffing and / or M&E department, DMC to source staff to work the event.
• Work with SI in-house staff and M&E department to coordinate staff travel, hotel accommodations and contact information sheets
• Coordinate with the VES and M&E team on badge ordering, delivery of materials for the event, and shipping to the on-site event location.
• Coordinate with SI event project manager and M&E about the location of VES materials on-site.
• Help facilitate pre-event team calls with sourced staff to outline the needs of the event and the registration team’s responsibilities.
• Have an understanding of the timing of attendee event communications (emails and text messages) and communicate the timing to those staffing the event.
• Have an understanding of session options, hotel reservations, meal options as defined by the M&E event planner.

DURING THE EVENT :

• Oversee staff’s arrival to the event and participation in on-site training, with the lead M&E event planner
• Check for internet connectivity at the event venue.
• Daily coordination and collaboration with the lead M&E event planner for solutions, updates and changes during the event
• Daily Quality Assurance check and Review QR code check in app with staff on-site.
• Send ad-hoc mass text messages to attendees as needed during the event to communicate event changes or updates.
• Oversee the set-up of badging materials, organizational supplies, computers, iPads, badge printer, lanyards and any signage or gift bags / event materials provided by the client.
• Oversee the check in of attendees with our QR code app, whether it be by scanning them in or manually looking up their names.
• Oversee the check in of breakout session attendees (if applicable) and the tech required for check in (may be app or paper based check ins).
• Report back to the VES team of any issues.

POST-EVENT :

• Oversee the post-event pack up of all badging and registration desk materials. Check the pelicans with the SIAV project manager to make sure they are aware of their location to return to the warehouse.
• Check in with SIAV warehouse to make sure all registration materials arrive back to the warehouse in good condition.
• Hold a post-event call with the VES and M&E team to report about the event and any learnings for future in-person events.
• Provide post event attendance reports to the M&E team.
• Assist the VES team with the delivery of post-event surveys and survey reporting.

SKILLS & EXPERIENCE :

Ideal candidates will have 3+ years experience in client-facing project management. Knowledge of virtual, hybrid or live event production is required.

The candidate must be able to work well in a team setting while being self-motivated, with strict adherence to deadlines.

The event solutions manager must maintain professional communication with external clients, management, and staff at all times.

• 3+ plus years of experience in client-facing project management
• Event technology experience
• Attention to detail and project requirements
• Highly motivated, able to work independently
• Ability to manage multiple projects simultaneously
• Excellent oral and written communication skills
• Flexible and willing to work outside of normal business hours as needed to support events
• Ability to travel nationally to manage in-person client events
• Strong proficiency with Google Suite Drive, Gmail, Sheets, Slides and Docs
• Strong spreadsheet skills including population, formulas, formatting and reporting
• Customer focus and approachable demeanor
• Excellent time management skills
• Quick and strategic problem solver

QUALIFICATIONS :

• Bachelor's or Associate's Degree preferred
• 3+ years experience in Project Management
• Experience with managing events preferred

COMPENSATION & BENEFITS

A comprehensive compensation package including salary, full benefits, and PTO will be offered.

LOCATION & INTERVIEW PROCESS

Virtual Event Site's headquarters are located in the West Loop in Chicago, IL, easily accessible from major highways and public transportation.

The Event Solutions Manager position is a remote role with travel requirements for in-person events.

ABOUT US

Virtual Event Site (VES) is an event tech stack platform that supports virtual and hybrid events in conjunction with our in-house broadcast and production services.

Virtual Event Site is part of an event technology family of brands that includes Sound Investment AV, Moonlight Studios Chicago, and Moonlight Studios NYC.

Sound Investment AV, the parent company of Virtual Event Site, has become one of the fastest-growing event solutions companies in the country.

Since 1998, we have grown from a small team of sound system designers to an award-winning event technology company with offices in New York, Chicago, Miami, Las Vegas, and Los Angeles.

www.virtualeventsite.com

www.soundinvestmentav.com

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Description : Function Director

Function Director

The Function Director is a key event support position, responsible for the on-site management and execution of Catering by Michaels events.

Candidates will work as a server for at least 25 events while training to become a full-time function director. During this time they will learn standard operating procedures as well as familiarize themselves with Catering by Michaels processes and events.

Duties :

Specific Responsibilities :

DIRECTION OF THE SERVICE STAFF

• Sign in staff upon arrival and ensure proper work attire. Report hours to the staffing director.
• Delegate set-up, function, and breakdown tasks to each individual staff member.
• Review event details and timeline with FOH and BOH.
• Assist in the training of new service and event personnel.
• Supervise all staff, holding them to the highest standard of service and professionalism.

EVENT LOGISTIC INFORMATION

• Be proficient in all elements of Catering by Michaels service including event set-up, sweep and swap service, buffet design and décor, bartending, cooking, equipment operation, etc.
• Discuss all essential event information and instructions with the Event Coordinator and Management Team.
• Develop an event plan based on the venue, set-up time, rentals, and staffing allotted.
• Verify the quantities and distribution of rentals, linens, equipment, and beverages with the Event Coordinator
• Guarantee event execution to the expectation of the coordinator and client.

CLIENT INTERACTION

• Uphold a positive attitude and professional manner while working with clients and guests.
• Serve as a liaison between client and event staff.
• Instill confidence in the client by handling any questions, concerns, or problems that may arise.
• Build a lasting, working relationship with clients and vendors.

POLICY ENFORCEMENT

• Enforce standard Catering by Michaels operating procedures.
• Comply with venue, vendor and client rules and regulations.
• Complete detailed and accurate paperwork at the end of each event, and submit in a timely manner.

Associated Responsibilities :

• Establish effective relationships that result in working closely with Sales and Operations teams, and Clients.
• Bring leadership skills and expertise to the workplace, and serve as a role model to fellow employees.
• Due to the nature of the hospitality industry, most shifts will be during nights, weekends, and holidays. Candidates must have the flexibility and consistency in their schedule to work traditional catering hours.

Reporting Relationships

This position reports directly to the Staffing Director. While working at an event site, the Function Director will take instruction from the Event Coordinator and Management Team.

A Function Director interfaces regularly with other members of the Catering by Michaels team, venue staff, vendors, and third-party event planners to ensure high quality service and event execution.

Qualifications : CANDIDATE PROFILE

CANDIDATE PROFILE

• A minimum of 3 years experience in the hospitality industry, with at least 1 year in a leadership role. The ideal candidate with have 5 to 7 years of experience in the hospitality industry, with at least 3 years in a leadership role.
• Strong problem-solving skills with the capacity to think on your feet and produce effective solutions.
• The ability to motivate, lead, and encourage staff and coworkers.
• Extensive knowledge of food presentation and catering equipment.
• Proficiency in food safety and sanitation and safe alcohol service.
• Consistently performs duties with an above-average work ethic and level of dependability.
• Possesses a high standard of personal appearance and impeccable hygiene.
• Effective verbal and written communication with people from a variety of backgrounds. The ideal candidate will be able to speak and understand basic Spanish.
• Candidates must own or have access to a vehicle, public transportation will not be sufficient.

Salary and Benefits

• Salary range is $52,000 to $62,000 plus gratuities. Compensation commensurate with experience.
• Full benefits including health, dental, vision, and paid vacation.

Job Posted by ApplicantPro

Who We Are :

We believe a workplace food program is something employees should love and look forward to every day. Powered by technology and a network of over 2,000 restaurants, Fooda feeds hungry people at work through our ongoing food programs located within companies and office buildings.

Every day, each Fooda location is served by a different restaurant that comes onsite and serves fresh lunch from their chef’s unique menu.

Fooda operates in over 20 major US cities and plans to continue its expansion across the United States. Eight out of ten employees believe Fooda is one of their company’s top picks.

Who You Are :

• You love building relationships with customers and enjoy customer service
• You are friendly, high energy and love interacting with other people
• You are empathetic at your core yet comfortable being tough and taking a stand
• You are savvy with technology and will be comfortable in a fast-paced startup
• You are optimistic in the face of problems and know that you’re capable of finding solutions
• You are very organized and detail oriented. Type-A personality is a plus!
• Preferred catering or serving experience is a plus

Requirements :

• Reliable car
• Valid driver’s license
• Car Insurance
• Clean driving record supported by a motor vehicle report
• Must be willing to use smart phone during working hours
• Must be able to lift up to 35 pounds
• Ability to work Monday-Friday from 10 : 00am-2 : 00pm

Your Responsibilities :

• Working directly with our restaurant partners to pick up orders and transport to client locations
• Set-up popup program and ensure all sanitation processes are followed
• Service client associates between 11 : 30 AM-1 : 30 PM
• Ensure that we are following proper portion control of products served
• Break down station and ensure full cleanliness of client space
• Weekly inventory of cleaning supplies and popup small wares
• Escalate issues to Popup Account Manager when necessary to keep them informed or help problem solve
• Able to work seamlessly with various technologies at a moment’s notice

What We’ll Hook You Up With :

• Competitive wages
• Paid time off
• 401k retirement plan with company match
• Pre-tax commuter expense benefit
• A fulfilling, challenging adventure of a work experience!

Must be authorized to work in the United States on a full-time basis. No phone calls or recruiters please.