Assistant Meeting & Events Manager

Overview

About the Role:

As an Assistant Meeting & Events Manager you will be reporting to the Events Manager and functioning as part of the California Market Center Events Team. This role is responsible for the management and execution of third party and self-produced events hosted by the CMC. High-level responsibilities include serving as the account lead for all contracted third party event clients and as the operational team lead for any self-produced CMC Events.

This role will also act as liaison between client and the internal CMC Events & Property team regarding any event hosted at the CMC. Additionally, this role is responsible for coordinating all event logistics, overseeing onsite events as the Events Team representative, maintaining Events team financial records, and providing support wherever needed to ensure seamless operations and exceptional client experiences.

This role demands a high level of flexibility and is not a standard 9:00-5:00 position. Expect frequent evenings, weekends, and extended hours as part of the job requirements.

Events

• Serve as the account lead for all third-party clients, including: managing client communications and providing excellent customer service, giving building and event space tours as needed, coordinating event logistics, ensuring onsite support as the Events Team representative, troubleshooting and resolving client inquiries, and keeping the Events/Property Team continuously informed regarding event/client updates.
• Plan, coordinate, and ensure execution of all event logistics by deadline and in a well-organized manner, collaborating closely with department heads to ensure timely delivery of information and requests.
• Work closely with clients, vendors, and Property Operations to ensure compliance of all operations policies and requirements related to the production of an event.
• Lead the execution of all CMC self-produced events from start to finish by overseeing onsite operations and collaborating with the Events Team to ensure the best possible experience for CMC Tenants, Exhibitors, and Attendees.
• Manage all audio/visual requirements for events, ensuring their setup and operation. If services are outsourced, oversee and coordinate vendors.

Administrative

• Responsible for administrative tasks related to Event Operations, including but not limited to: client and customer service emails, updating meeting notes, maintaining event trackers, keeping financial records up to date, collecting financial receipts, providing administrative support to the Events Manager, and completing miscellaneous items as needed.
• Prepare and communicate weekly summaries of newly booked third party events to the internal teams and update coinciding tracker.
• Track all expenses, oversee event budgets and timelines, and oversee ongoing, quarterly, and annual financial reports to show the Events Team overall standing and revenue vs expense. Report appropriately and keep Events Manager and General Manager apprised of significant variances or concerns.
• Oversee all vendor invoices, including uploading them into the system and accurately coding each for Event Manager approval.
• Assist in creating and finalizing monthly corporate card financial reports for the Event Manager’s review and submission.
• Lead the Operations discussion in all weekly team meetings for planning, reviewing relevant updates, and providing status reports on items previously discussed.
• Assist the Events Manager in preparing accurate operational costs for sales proposals based on the information provided and gathering all necessary information to support completing the sales pitch.
• Collaborate with the Events Team by providing research and execution of experiential elements and activations that will help elevate the customer experience during each Show.

Logistics

• Order, manage and maintain all equipment, signage, décor, props, and supplies within our inventory, ensuring items are organized, accounted for, and ready for event use.
• Work with Senior Marketing Manager to execute signage plans given. Manage delivery and installation of all signage for events and CMC Property needs.
• Ability to interpret and execute event…