Assistant, Event Operations
ViacomCBS
New York, NYThis was removed by the employer on 8/7/2017 9:54:00 AM PST
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Full Time Job
Event Operations
Assist Department with over 1200 yearly internal special events conferences.Assist Managers and Sr. Director on various special events in New York offices including but not limited to room/space setups, décor dressing, a/v support, and cleaning. Must be able to lift 25lbs.
• Maintain weekly current inventory and delivery schedule of event supplies and props.
• Update Scheduling and Event Management Software as dictated by business requirements.
• Responsibilities can include but not limited to: Client call backs for confirmation on budget, menu, deliverables.
• Ordering rentals and/or contracting outside food vendors for events or projects.
• Prepare materials for events weekly/daily.
Organize and attend weekly Event Operations meeting with Core Services support departments.Prepare, create and distribute weekly Event Operations events schedule.
• Confirm all in attendance by email or phone.
• Make subsequent notes for follow-up and changes to events.
• Confirm with Sky Square Conference Center regarding schedule updated.
General office duties i.e. answering phones, scheduling calendar, filing, mailing, organizing car service, prop inventory and organizing, general reports.
Process monthly departmental invoices and internal allocations.
Generating event related statistical, graphical and financial reporting.
Food Services
Assist Director of Event Operations with daily operation of 52nd floor Board Rooms and Kitchen.
• Assist the Sr. Director on special Food Services projects for the East Coast and West Coast Food Service Operations.
• Schedule Meetings, Order Inventory, Answer Phones, Coordinate Schedule, Research Food Trends
• Maintain Executive Fitness Center requests and inventory – monitor gym user database.
• Assist Director with Food Service Projects and promotional marketing
• Develop social media content for Facebook, Instagram and other channels
• Create Survey Monkey polls and Feedback Forums
Basic Qualifications
• 1-3 years of experience with events in an event/party/meeting planner position or equivalent assistant experience (strong internship experience accepted).
• General experience and knowledge with catering/food service.
• Computer proficiency in Microsoft Word, Excel, PowerPoint, Microsoft Publisher and must have the ability to research and retrieve information from the internet and knowledge of social media outlets.
Additional Qualifications
• Bachelor’s Degree preferred.
• Experience in a corporate environment is desirable.
• Must have a strong customer service orientation with a willingness to interact with a wide variety of management styles and personalities both internally and externally.
• Strong interpersonal skills and the ability to communicate effectively in oral and written form.
• A self-starter with demonstrated problem solving capability.
• Must be detail oriented and able to work in fast-paced corporate environment.