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Project/Event Assistant

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Project/Event Assistant needed for an 11-month opportunity with potential for longer term. This role will be part time October - April working approximately 20-25 hrs/wk, then full-time May – July working 40 hrs/wk, and then part-time August and September working approximately 20 hrs/wk.

In this role you will work with project managers to plan, coordinate and execute on logistics for workshops, meetings, and academies involving various audiences. Consult and advise on meeting venues and manage logistical details of venue selection, food and beverage selection and provisioning. Negotiate with vendors and evaluate deliverables of services; direct hotel and vendor staff and subcontractors in supporting the meeting’s execution. Problem solving and issue resolution is a must as well as excellent communication and relationship management. Presents a positive and professional image.

Responsibilities include:
• Serve as the primary contact for the team; coordinate all necessary documents, descriptions and session details (e.g., room set up, AV needs, food & beverage info, scheduling, speaker bios/pictures)
• Hotel logistics management: food & beverage, room layout, seating arrangement,
• Agenda management: put together a run of show that reflects appropriate movement/flow
• Materials: coordinate supporting materials associated with meetings (e.g., signage, printed materials, awards or certificates if any) and work w/ our internal team to have items produced/packed/shipped; print and deliver name badges and table tents
• Budget management: help secure estimates around food & beverage and materials, track expenditures, communicate on budget w/ project managers & stakeholders
• Timeline management: establish and manage to a logistics timeline for the event (deadlines, milestones)
• Other: liaison with internal travel desk, connect with guest speakers to coordinate their travel arrangements (booking, travel, sending content), manage roster of participants (name, N.O., FR#, address, cell phone, etc). Coordinate shipments, speaker compliance checks, invitation responses (registration updates), volunteers.

Additional Information:
• Location: Milwaukee, WI
• There may be some after-hours work, evening hours and weekend hours affiliated with specific events.

To be considered, please apply by submitting over a Word Doc of your Résumé and link to your samples. Successful candidates will be contacted by phone. Thanks!

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