EVENT SALES PRODUCTION ASSISTANT

GENERAL

FULL TIME

HOURLY

PAID VACATION & SICK/PERSONAL TIME DURING FIRST YEAR OF EMPLOYMENT

ELIGIBLE FOR FULL BENEFIT PACKAGE:  HEALTH, DENTAL, VISION, FSA, STD, LTD, LIFE INSURANCE, 401K, AND CELL PHONE REIMBURSEMENT

MONDAY – FRIDAY 8:30AM – 5PM AT THE HMR FACILITY.  EVENINGS & WEEKENDS, OFTEN AS NECESSARY

REPORTS TO:  SALES PRODUCTION MANAGER, WORKING DIRECTLY WITH CEO AND HIS EVENT PRODUCERS

DIRECT REPORTS:  NONE

 

The Event Sales Production Assistant provides clerical, on-line and on-site support for the CEO & his Event Producer staff for a variety of aspects for HMR Designs’ business. Responsible for heavy data entry, clerical duties, calendar/meeting coordination, proposal/contract/file maintenance and some client/prospect contact.  

 

QUALIFICATIONS:

  1. Pleasant, enthusiastic, confident and professional demeanor in interactions with clients and colleagues.
  2. Excellent phone etiquette and communication skills (written and verbal).  
  3. High attention to detail and good proofreading skills.
  4. Punctual and able to work with minimum supervision.
  5. Able to multitask and take direction from multiple colleagues.
  6. Strong time management, organization and follow up skills.
  7. Customer service driven.  
  8. Flexibility and adaptability to respond to moving business requirements.
  9. Proficiency in MAC applications, Google Drive & Calendar, E-Mail, and Internet usage.  
  10. Basic knowledge of Adobe Creative Suite applications, including Photoshop & Illustrator.
  11. Ability to quickly learn and utilize HMR Direct (HMR’s proprietary event management software system).
  12. Stylish business casual dress & excellent personal grooming required daily.
  13. Relevant experience or studies in event/interior design/floral/fashion industries.

 

RESPONSIBILITIES:

  1. Provide clerical support to the CEO and his Event Producer staff in any aspect of the business.
  2. Use the HMR Direct system to:
    1. Create (from initial intake information) and modify proposals & Creatives (event blueprints).
    2. Check inventory.
    3. Assist the Inventory Control Specialist with special projects.
  3. Distribute hard copy Creatives and any revisions to required staff.  
  4. Produce well organized ‘Day of Event’ folders.
  5. Take detailed decor photos at client mock-ups presentations and on event installations.  Schedule professional photographers for events. Organize all photos in Zenfolio in a timely manner.
  6. Utilize the company’s Google calendar and Zoom account to input and modify entries for the CEO & his Event Producer staff.
  7. Create correspondence, lists, reports and other documents, as necessary.  
  8. Source and manage event rental items through subcontractors.  Furnish Accounting department with required contracts and invoices in a timely manner.
  9. Obtain samples from all necessary outlets (Merchandise Mart, hardware stores, retail stores, etc.)  Coordinate/organize samples in house.  Arrange for timely return of samples. 
  10. Research and/or arrange travel, vehicle rentals and lodging for staff for destination events.
  11. Create and modify inspiration boards and floor plans.  Maintain pin-boards in the sales hallway.
  12. Prepare conference rooms for client visits.  Arrange for any food or beverage service, above the customary offerings.  Arrange for props/linens to be ready for meetings and returned to proper storage areas after meetings.  Prepare all printed materials for meetings (in house and off site).
  13. Schedule meetings with production staff and vendors.
  14. Coordinate outgoing packages, mail and courier services.
  15. Provide daily coverage in the reception area during lunch/breaks.
  16. Assist in event installations and destination events, as necessary.
  17. Special projects and errands, as necessary. 

 

The above-noted job responsibilities/requirements are not intended to describe, in detail, the multitude of tasks that may be assigned but rather give the Event Sales Production Assistant a general sense of the responsibilities and expectations of their position.  As the nature of business changes so, too, may the essential functions of this position.