Communications Event Coordinator

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Job description

Under supervision of the Communications and Events Manager, the Communications Event Coordinator provides event coordination, marketing and administrative support to the Communications team.ESSENTIAL DUTIES & RESPONSIBILITIES
Coordination and execution of on-site events including:
Plan and execute event logistics, catering, dcor, run of shows, AV and rental needs.
Assist Event Manager in facilitation for required paperwork for events, such as legal agreements, contracts, invoices, BEOs, vendor contracts and certificates of liability/insurance
Communicate with outside companies and vendors, internal staff and producers, event sponsors and attendees regarding events.
Coordinate the registration and attendance for events
Assist with the development and coordination of event promotion and publicity with Communications and Events Manager and other members of the Communications team through use of digital media platforms, printed materials, etc.
Research of vendors & venues through online inquiries, onsite tours and event attendance
Coordinate trade show and vendor booth participation
Manage and execute client-facing seminars and webinars.
Collaborate with internal thought leaders and outside speakers on scheduling and promoting seminars
Monitor and update registration portals
Provide pre-event reminders, onsite support and post-event recaps to relevant parties
Manage ticket distribution between Sponsors, Partners, and internal colleagues to sporting events and other activities.
Manage the firms supply of promotional materials.
Track of and execute sponsorship deliverables
Place orders for all company-approved promotional items, display materials and clothing for associates, clients and prospects.
Research, develop and maintain vendor relationships.
Record spending and conduct ongoing cost analysis to determine trends and identify areas for cost savings.
Research and implement new marketing concepts and opportunities to support the ordering, procurement, distribution and selection of promotional material.
Provide administrative support as needed to the Communications team
Schedule meetings and appointments
Record budget spending as directed by Director and Communications and Events Manager
Provide budget reports as requested
Proofreading copy
Prepare AMEX reports
Other general marketing duties and internal communication support as assignedEDUCATION AND/OR EXPERIENCE
Proven experience in event planning and coordination (1-2 years)
Successful candidate will be a service-oriented individual who is highly organized and has strong communication skills. Candidate must be willing to collaborate in a team environment managing multiple tasks and deadlines simultaneously, adjusting priorities often, and managing frequent interruptions.
This position interacts with and provides service to a large group of internal associates and has high levels of contact with external vendors. The Communications Events Coordinator must be positive and approachable, and work effectively with diverse personalities. In addition, the following is required:
Bachelors degree (in Communications or Marketing) preferred but not required.
Ability to exercise independent judgment and initiative within established guidelines.
Proficient in the use of MS Office software (Outlook, Word and Excel)
WORK ENVIRONMENT & PHYSICAL DEMANDS
Maintain a valid Drivers License & have reliable transportation.
Occasional offsite event production assistance in the San Diego region. (i.e., picking up catering orders, dropping off deliverables, etc.)
10% - 20% travel may be required. Travel consists of 3-4 overnight trips per year covering areas both in and out of state. In addition, 1 2 days per week may be spent visiting vendors and attending events within the San Diego County.
Extended work hours ( hrs/day) required on rare occasion due to attendance and participation at networking and industry functions that begin well before the workday, and may extend well into the evening.
Ability to use computer keyboard and sit in a stationary position for extended periods.
Work is performed in a typical interior/office work environment.
This is a physically active position requiring the ability to stoop and bend regularly, and lift up to10 lbs.

The applicable hourly rate range for this role is $28.17 to $42.31. The hourly rate offered will be determined on factors such as experience, skills, training, location, certifications, and education. Decisions will be determined on a case-by-case basis.

We embrace a culture that celebrates and promotes the many backgrounds, heritages and perspectives of our colleagues and clients. Marsh & McLennan Agency offers competitive salaries and comprehensive benefits and programs including: health and welfare, tuition assistance, 401K, employee assistance program, domestic partnership benefits, career mobility, employee network groups, volunteer opportunities, and other programs. For more information about our company, please visit us at: (link removed)

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