Event Coordinator - San Diego, United States - Nth Generation

Description

Job Description

Are you looking to do Event Coordination with a cutting-edge IT Services & Solution Provider? Do you want to join a locally and nationally award-winning company? Nth Generation has consecutively placed within the Best Places to Work in San Diego and has also been recognized nationally by Inc Magazine's Best Places to Work. We are a company that prides ourselves in our vision, mission, and values For more information check out our website at

• Nth's Vision: To deliver AWESOME in everything we do
• Nth's Mission: To provide transformational technology solutions and services that enable our clients to achieve optimal results.
• Nth's Values: Ethics, Success, Relationships, Learning, Innovation.
• We believe that our employees are our greatest asset Our strong team of talent, awesome culture, excellent employee tenure, consistent growth, and long-standing client and partner relationships are a direct result of our vision, mission, and values

Benefits & Perks: We believe that happy employees make for happy clients and offer the following benefits & perks:

• Competitive pay
• Employee Recognition Perks & Awards
• 401(k) Retirement Plan & Discretionary Profit Sharing
• Discretionary Profitability Bonus, dependent upon company profitability
• Paid Vacation, Holidays & Sick/Personal Time
• Group Medical, Dental, Vision, Life, STD, LTD
• Flexible Spending
• Voluntary Supplemental Insurance
• Employee Assistance Plan
• Complementary Costco Business Membership
• 100% LA Fitness Enrollment Fee & 50% toward monthly dues
• Fun celebratory events throughout the year

POSITION SUMMARY

The Event Coordinator's primary focus is to coordinate the planning, marketing, and execution of events, whether coordinated by Nth Generation or a third party. These events may range from local and/or virtual small client activities (such as client luncheons and dinners) to mid-size events (such as golf and one-day tech events), to large-scale, multi-day tradeshows. This position is responsible for working collaboratively in establishing and fortifying Nth's brand identity and reputation through coordinating the company's renowned high-quality events in a cost-effective manner. This position will also contribute to fostering the growth of Nth's client base and prospects, client retention and dedication, synergy with Nth's partner community, as well as company growth.

This position may be required to work at different times of the day, including nights and weekends, and on various sites, as needed. This position requires periodic travel to Southern California counties, and potentially throughout California and/or out-of-state locations.

All duties should be performed while always maintaining the Nth Corporate Culture (see Appendix A). This is an hourly non-exempt position.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but not limited to, the following:

Budget and Accounting

• Creates an estimated event budget based on parameters set by the Senior Director, Creative & Marketing and the Co-President, CTO, Security & Marketing, to include tracking participating manufacturer sponsors ("partners") and estimating expenditures.
• Administers any partner funding requirements, including official funding requests, retrieving event commits, and providing post-event proof of performance.
• Meets with other departments to cue, set deadlines, and coordinate carrying out any budget actions.
  • For example: Facilitates graphic design for digital event advertising and/or creates and acquires Nth branded swag, etc.
• Informs the team(s) of budget parameters and audits any related accounting, invoices, and receipts included in the CRM (FileMaker) for approvals and payment.
• Proactively communicates status of event, tasks, budget, and any other updates throughout the process to the Executive Events Team.
• Documents any budget adjustments and final numbers and circulates at the close of the event. Confirms when accounting requirements are completed, and the event is officially closed.

Communications

• Meets weekly with the Executive Events Team to provide thorough and organized details regarding potential and upcoming events.
• Ensures every event has a proper Call to Action (CTA) and follow up plan.
• Provides bi-weekly updates to a company-wide Marketing Updates Spreadsheet with upcoming events, both Nth and 3rdparty, including all organization trade shows and more. Sends Outlook Calendar invites to Nth teammates for critical events.
• Reaches out to partners with a detailed email of event partnering opportunities, including information on the funding dollar level, the overarching subject the event will cover, proposed model (panel, speaker, or other), what will be received with their partnership, event CTA, and any other pertinent details.
• Reverse-engineer the event to set and communicate clear deadlines to all participating parties, both internal and external. Individually meets all strict deadlines.
• Gathers all speaker data and presentations, and coordinates speaker/partner communications, including prep meetings and rehearsals, for both internal and external participants.
• Establishes relationships with venue and vendor contacts, including upholding Nth's 5-star-level relationships.
• Coordinates, books, and organizes all venue and/or related vendor communications.
• Participates in review of vendor invoices, agreements, and contracts, along with the Senior Director, Creative & Marketing.
• At minimum, provides bi-weekly updates to the Senior Director, Creative & Marketing on attendee registration numbers.
• Logs all appropriate event updates for the weekly Nth employee video call.
• Maintains a meticulous checklist of steps and tasks throughout the events process.
• Audits any other departments tasks and communications relative to the event.
• Facilitates third-party events, including:
  • Researching other possible events that would benefit Nth Generation.
  • Gathering all pertinent information related to these events and reporting all details to the executive events team for review and consideration.
  • Proactively ensuring the Nth team is aware of any upcoming pertinent 3rdparty events.
  • Coordinating Nth participants, including budgeting travel, informing them of full logistics, agenda, and relevant details - ensuring Nth has a CTA and proper method of retrieving leads.

Logistics

• Scouts and evaluates appropriate venues and makes recommendations, providing necessary data for decision-making based on the model of the event.
• Coordinates all venue or virtual-vehicle logistics (such as Zoom or Teams), including meeting space, parking, room layout, etc.
• Gathers and builds event menus.
• Runs the day-of event, whether in-person or virtual.
  • Checks people into events.
  • Coordinates all audio visuals.
  • Liaisons between the venue management, the Nth team, and partner manufacturers.
  • Ensures we have enough Nth branded items to cover the expected giveaways at the event and coordinates in proper time to acquire, if needed.
  • Facilitates distribution, collection and reporting of event surveys, as applicable.
  • Runs and manages raffle and/or give-away process.
  • Runs errands and/or orders supplies and decorations.
  • Troubleshoots any potential or actual issues during the entire events process.
  • Plans for potential scenarios that could impact the integrity of the event.
• Manages in-office, client-facing micro events, such as lunches or presentations.

Administrative

• Creates and organizes database file systems and folders, including budget, agenda, partner tracking, funding, proof of performance, and more.
• Builds, runs, and tracks registrations. Ensures registrants and/or actual attendees are input into the Nth CRM (FileMaker) and flagged if attended.
• Ensures there are enough Nth branded items to cover giveaways at each event.
• Records all event data in an Event Summary log, including final attendance (registered and attended), budget, funding, and other crucial data.
• Updates and assists in managing CRM (FileMaker) database, as needed.

Marketing

• Cue the Marketing Manager and provide all details for campaigning, including distribution of invitations, and all associated digital assets that support the event.
• Works strategically, collaboratively, and amicably with Nth's Graphic Designer, to clearly communicate expected visual representation of an event, including project managing the design cycle, and quality control output.

Team Collaboration

• Works strategically, collaboratively, and amicably to support any branch within the Marketing Department (including Marketing, Graphic Design, and internship programs) to ensure we are successful as a team, including administrative assistance and/or fully assisting in helping cover a role and/or tasks if a teammate is out.
• Frequently writes copy, edits, and proofs marketing and branding assets.
• Offers suggestions to manager and team members on process improvements for job efficiency and accuracy.

Miscellaneous

• Maintains Nth's overarching product knowledge, along with a working knowledge of the complex needs of a wide variety of event types and models.
• Provides own transportation and has a reliable vehicle, which is always available for immediate dispatch if a company vehicle is unavailable.
• Able to work during Nth Generation's core hours of operation, from 8:00am to 5:00pm. Demonstrates flexibility to change your work schedule and/or come in early or stay late based on timing of the event or if there are last minute requirements to perform tasks.
• As business and operational demands dictate, duties, responsibilities and activities may change or additional duties may be assigned, with or without notice, and are expected to be performed.

QUALIFICATIONS

To perform this role successfully, an individual 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 an otherwise qualified individual with a disability to perform the essential functions.

Education and / or Experience

• Typically requires a bachelor's degree in Event Planning, Marketing, or related discipline; equivalent relevant experience in a similar field and/or direct experience with event planning will be considered.
• Typically requires 1-3+ years of experience in a fast-paced, heavy-task-centric, events role; preferably with IT products and services, including data center hardware, software, and professional consulting services.

Skills, Knowledge, and Abilities

• Ability to manage relationships with assertiveness, tact, and diplomacy.
• Excellent interpersonal communication skills including assertiveness, tact, and diplomacy through writing/email and verbal/phone communications; to foster and maintain harmonious relationships with business partners, customers, vendors, and teammates.
• Collaborative, positive, patient, and enthusiastic to assist and cultivate these relationships.
• Ability to balance long term projects alongside numerous hot tasks with grace and efficiency.
• Adapts successfully and quickly in an ever-changing department (Marketing) and industry (Technology).
• Ability to maintain composure under pressure.
• Methodically organized, cool-headed problem-solver.
• Focus on quality and meticulous attention to detail.
• Ability to reverse engineer an event, setting and meeting deadlines, calendaring teammates, and driving processes.
• Proficient in managing and running events virtually through use of platforms, such as Zoom, MS Teams, and/or Swapcard.
• Highly proficient in Office 365 applications, including Microsoft Teams, Outlook, Excel, Power Point, and Word.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodation may be made to enable an otherwise qualified individual with a disability to perform the essential functions.

Position requires manual dexterity to perform word processing and computer-related tasks. Able to see, hear and talk. Able to sit for extended periods of time. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position requires the ability to drive an automobile and perform general errands, when necessary.

The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job. While performing the duties of this job, the employee is regularly required to sit for long periods of time, use hands constantly and bend or stoop to file. Reasonable accommodations may be made to enable an otherwise qualified individual with a disability to perform the essential functions.

The work environment is characterized as "office." Noise level is minimal and ambient light is within PEL's.