Event Sales Production Assistant

GENERAL

  • TEMPORARY, PART-TIME (JUNE – AUGUST)
  • HOURLY
  • MONDAY – FRIDAY 8:30AM – 5PM AT THE HMR FACILITY.  EVENINGS & WEEKENDS, AS NECESSARY
  • NO PAID TIME OFF OR BENEFITS
  • REPORTS TO:  SALES PRODUCTION MANAGER, WORKING DIRECTLY WITH EVENT SALES AND EVENT PRODUCERS
  • DIRECT REPORTS:  NONE

The Event Sales Production Assistant provides clerical, on-line and on-site support for the Event Sales & 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 and organization 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. Intermediate 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/REQUIREMENTS

  1. Provide clerical support to Event Sales and 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.  Schedule professional photographers for events. 
  6. Utilize the company’s Google calendar to input and modify entries for the Event Sales & 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. Research and/or arrange travel and lodging for staff for destination events.
  10. Create and modify inspiration boards and floor plans.
  11. 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.
  12. Schedule meetings with production staff and vendors.
  13. Provide daily coverage in the reception area during lunch/breaks.
  14. Assist in event installations, as necessary.
  15. Special projects, 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 his/her position.  As the nature of business changes so, too, may the essential functions of this position.