Virtual Assistant Event Planner Jobs in Indiana (NOW HIRING)

Under the direction of the Senior Event Manager, the part-time Event Supervisor is responsible for overseeing events at the Coliseum and Expo Center, primarily in the Expo Conference Center and meeting rooms.   This position is Not Covered (at-will) as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Oversees activities with promoters, exhibitors, vendors, and other external and internal departments for all tradeshows and consumer events.
• Oversees activities with clients while on-site during all private events.
• Assists Event Managers with developing detailed room diagrams/event info sheets for each event in accordance with applicable building fire codes and distributes them to venue departments for implementation.
• Assists with event billing, including space/equipment rental charges and other building services.
• Works an irregular schedule as required to ensure proper supervision of events and activities and acts as Manager on Duty during assigned events.
• Conducts tours of spaces and consults with prospective rental clients to maximize building usage and revenues.
• Assists the Operations department with room and tradeshow setups as needed.
• Communicates with various departmental staff members as necessary for the successful execution of events.
• Utilizes computer technology for customer relationships and event management.
• Ensures all rented and auxiliary spaces are ready when clients arrive to set up or move in.
• Places/removes event signage and crowd control barriers as necessary.
• Assists the Vice President of Operations, Assistant Operations Manager, and Facilities Manager with the supervision of custodial, maintenance, contract services, and other staff for the production and implementation of events as needed.
• Ensures that promoters/clients follow applicable laws, regulations, and procedures for the normal and safe operation of the venue.
• Participates in assigned operational meetings with Allen County War Memorial Coliseum and Expo Center staff.
• Assists the Senior Event Manager with data collection for annual rate sheet updates.
• Ensures appropriate post-event reports are submitted following the conclusion of all events.
• Assists with creating and scheduling digital signage for guest wayfinding.
• Assists Event Managers with event advances as necessary.
• Performs all other duties as assigned by the Senior Event Manager or other members of senior management.

REQUIREMENTS:

• Associate's Degree or certification from a program of comparable length, or equivalent experience
• At least one year of relevant work experience in event planning/coordination, logistics, or venue operations
• Preferably have experience with Momentus event management software, DataCad drafting software, and Daktronics Venus Control Suite

• Demonstrate an outgoing, articulate personality with well-developed communication skills to interact with guests, clients, and vendors regularly
• Possess verbal communication skills, including consulting with clients, planning operations with staff, and resolving complaints from guests in person and/or on the telephone
• Possess written communication skills, including composing detailed notes and documentation
• Preferably have specialized training and/or work experience with computer-aided drafting programs
• Proficient with Microsoft Office 365 and its programs, including Word, Excel, SharePoint, etc
• Demonstrate advanced computer proficiency and the ability to learn new systems and programs quickly
• Ability to process and implement complex instructions with superior attention to detail and consideration of short-term and long-term impacts
• Valid Indiana Driver's License to perform field work and/or operate county-owned vehicles required
• Ownership or use of a private vehicle for business purposes
• Ability to work mornings, nights, weekends, and holidays as directed for events
• Ability to make appropriate decisions in stressful/emergency situations and provide necessary guidance to building staff, promoters/clients, and guests
• Experience operating forklifts, high lifts, and other equipment, and the ability to achieve forklift certification within 90 days of employment

PERSONAL WORK RELATIONSHIPS:

The Event Supervisor maintains frequent contact with other employees, promoters, exhibitors, vendors, clients and guests of the Allen County War Memorial Coliseum and Expo Center.

WORKING CONDITIONS/PHYSICAL DEMANDS:

Working conditions include typical office environments and exposure to extreme noise, lighting, heat/cold during events, and vehicle exhaust. The Event Supervisor frequently stands, walks, and sits throughout the day. They occasionally lift and carry items up to 50 lbs., push/pull equipment, and perform repetitive motions. The role requires fine motor skills for computer work and gross motor skills for event setups, with physical endurance needed for long hours.

• The role involves frequent standing, walking, and sitting, requiring physical endurance.
• Occasional lifting/carrying up to 50 lbs., pushing, pulling, and repetitive motions.
• Exposure to office conditions, extreme noise, lighting, heat, and cold.

The description below outlines the physical requirements specific to the Event Supervisor’s role:

PHYSICAL REQUIREMENTS

Occasionally = 1 to 2 hours

Frequently = 3 to 4 hours

Repeatedly = 5 to 6 hours

Continuously = 7+ hours

Sitting

Standing

Walking

Fine Motor Skills

Gross Motor Skills

Repititve Motions

Lifting

Carrying

Pushing/Pulling

Physical Endurance

X

X

X

X

X

X

X

X

X

X

SUPERVISION:

The part-time Event Supervisor is responsible for supervising staff during assigned events at the Coliseum and Expo Center.

LICENSING:

Valid Indiana Driver’s License to perform field work and/or operate county-owned vehicles required

Ability to obtain a forklift operator certificate within 90 days of employment

IMMEDIATE SUPERVISOR:

Senior Event Manager

HOURS:

Required nights, weekends, and holidays based on event schedule with some regular business office hours. Preferred availability: nights and weekends.

EEO CATEGORY:

1501

WORKERS’S COMP CODE:

9016

I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.

Employee Printed Name: _________________________________________

Employee Signature: _____________________________________________ Date: ____________________

Supervisor Signature: ____________________________________________ Date: ____________________