Position Description

Events Assistant
Location Bethesda Softworks
Department Marketing & Public Relations
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Bethesda Softworks is looking for an energetic and extremely organized self-starter to provide administrative support to the events department and work closely with the events and marketing team to craft events of all types and sizes.

 

 This position is a unique opportunity for a talented, professional and extremely organized candidate to work closely with Bethesda’s marketing and events team.

 

Administrative Responsibilities:
 

  • Responsible for general administrative duties including filing, mailing, data-entry, special projects and other general office tasks as needed
  • Submit purchase requests, vendor agreements and update budget documents
  • Prepare expense reports and keep track of receipts and expenses
  • Prepare agenda for weekly meetings and take notes for all event related calls and meetings
  • Sort and distribute incoming mail and prepare outgoing mail including FedEx and UPS packages
     

Event Management Responsibilities:
 

  • Manage task lists and milestone schedules along with accurate guest lists for multiple events at once
  • Develop and maintain status reports on current projects that will be circulated company wide
  • Create post-show internal reports, which will include quantitative results as well as qualitative feedback
  • Assist with RFPs, coordinate vendor set up and paperwork, and track contracts, purchase requests, and payments through the approval and review processes with senior managers to execute in a timely manner
  • Perform research on and assist with booking of venue spaces, caterers, hotels, and other vendors
  • Manage event logistics, catering and supply orders, equipment rental and set up, and ensure appropriate decor to meet quality and brand expectations
  • Assist with booking team travel, creating travel manifests and ensuring accuracy of hotel room blocks
  • Collaborate with Brand, PR, Video and Design teams on event collateral and promotional materials as needed

Requirements:
 

  • At least 1-2 year of professional office; events/tradeshows and/or catering and hospitality or related experience preferred
  • Extremely proficient in Microsoft Excel, PowerPoint, Outlook as well as other cloud-based technologies 
  • Resourceful self-starter with strong written and verbal communication skills
  • Extremely organized with strong attention to detail and a desire for accuracy
  • Ability to take initiative and work effectively in a highly confidential, fast-paced environment
  • Demonstrable experience managing multiple projects and work assignments simultaneously
  • Occasional overnight travel, nights, and weekends required as needed for event staffing
  • Must have valid driver's license, vehicle insurance and reliable transportation

Desired Skills:

  • Possess graphic design and/or digital asset management background
  • Prior experience using Oracle
  • Prior experience using Photoshop, Illustrator or any aspects of Adobe suite
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