Special Events Coordinator

Job Description

Cashman & Associates a full service Public Relations and Special Events firm specializing in upscale lifestyle brands is seeking a full time Special Events Coordinator for its headquarters in Philadelphia, PA.

Primary Purpose:

Assist with planning and execution of special events.  Assist the Special Events Manager with a wide range of activities requiring clear communication and excellent organizational skills and must respond quickly to change, ensuring the smooth and efficient running of an event.

Knowledge, Skills, and Abilities:

  • Excellent organizational and interpersonal skills
  • Extremely outgoing and confident, able to stay level-headed in any situation
  • Must have excellent writing and verbal communication skills
  • Must be able to work both independently and in a team environment
  • Have the ability and drive to work
  • Flexible with long hours, evenings, and occasional weekends
  • Ability to travel to events when necessary
    • Must  be  creative  and  keep  up-to-date  with  industry  and  location  trends,  events, happenings
  • Ability to multi-task

Special Events Responsibilities:

  • Liaise with clients to ascertain their precise event requirements
  • Secure and book a suitable venue or location for events
    • Manage,   secure   and/or   confirm   venue   staff,   caterering,   decor,   entertainment, photographer, sponsors and all other vendors
  • Meet with potential new vendors to use for upcoming events
  • Plan room layouts and create time and action documents
  • Organize facilities for parking, traffic control, security, hospitality and press
  • Coordinate staffing needed and briefings
  • Liaise with clients and designers to create a brand/look and feel for the event
    • Liaise with graphic designers for the copy, design and production of materials to include invitations, postcards, posters, brochures, program books etc.
  • Coordinate day-of events plans to ensure that all runs smoothly
  • Handle client inquiries and troubleshooting on day-of events
  • Oversee the setup and dismantling of events, and clearing of the venue efficiently
  • Manage & maintain celebrity and vendor lists
  • Create, coordinate, & send email blasts to assist in event promotion
  • Create customized invitation lists from the C&A database for each event
    • Maintain & update the company website with event listings, post-event photos, and new clients
    • Assist with scheduling necessary calls, emails & meetings as they relate to the events
  • Complete post-event evaluation through monthly or project recaps
    • Assist with any necessary event follow-up, such as “thank you” notes, merchandise return, expense receipts, etc.
  • Maintain event supplies and replenish inventory as needed
    • Maintain an organized list of all in-house event materials used for events and ensure it is returned
  • Coordinate all necessary staff, interns and hired employees for events

 Company Responsibilities:

  • Assist in managing the company’s mail and email database of 15,000+ names, addresses and emails
  • Attend new business meetings and calls as they relate to special events
  • Prepare and send new business proposals to prospective clients
  • Create proposals for agency bids to showcase the company’s Special Events background and expertise in an effort to retain/secure new business
  • Organize weekly responsibilities and submit weekly to the President
  • Submit bi-weekly expense reports and client billings

 Cashman & Associates offers competitive compensation, attractive benefits plan including medical coverage, generous vacation time, 401k (eligible after 1 year of employment) and free employee parking.

 Contact Info:

To apply email your resume and salary requirements to eventasst@cashmanandassociates.com

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