Event Manager & Assistant

BASIC INFORMATION

Job Title: Event Manager & Assistant to the CEO

Status: Full-Time

Place of Performance: Nashville, Tennessee

Travel Requirements: Limited

Supervisor: CEO

Direct Reports: None

THE OPPORTUNITY

Surrounded by music makers and music lovers, innovators and entrepreneurs, creatives, and passionate team members, you will provide event management and assistant support to a Nashville-based, Grammy and Emmy winning songwriter and producer as well as his related companies.

Your event management responsibilities involve coordinating the operations before, during, and after events such as weddings, conferences, large meetings, and concerts at a ranch venue offering versatile spaces. You will oversee the whole process, from the initial planning stages through the execution of the event and post-event analysis. You will work to ensure the event’s success and may also find solutions to problems as they arise during an event.

Your assistant responsibilities will include office management, research, some social networking, travel coordination and of course, personal work. You will be willing to run the gamut from basic assistant tasks to more sophisticated day-to-day duties, while keeping your eye on openings for growth and significant opportunity to autonomously work on higher level projects.

It will be a bonus if you have music business experience, are technology proficient, possess excellent verbal/communication skills, are self-motivated, efficient, resourceful, and calm. You will thrive working independently in a stunning ranch setting, which is located just minutes outside Nashville. Contacts in music, film and tv aren’t necessary, but would be a plus.

PRIMARY RESPONSIBILITIES

Manage events in all stages of the event process.
Communicate with clients through a variety of methods, including in-person, email, and phone conversations.
Provide hospitality to all guests and help to create a welcoming environment.
Answer main phone line and respond to inquiries.
Process and distribute daily mail.
Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
Invest in building long-lasting relationships both externally and internally.
Manage petty cash reimbursements and reconciliation.
Provide sophisticated calendar management for CEO.
Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure CEO’s smooth day-to-day engagement.
Arrange and handle all logistics for CEO meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.
Complete a broad variety of tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; personal shopping or errands; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making personal and professional travel arrangements.
Serve as the primary point of contact for internal and external communication on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
Anticipate CEO’s needs in advance of meetings, conferences, etc.
Maintain open communications with the organizational team, including meeting regularly with other coordinators and providing information and documents as needed.
Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the whole team.
Follow up on contacts made by the CEO to cultivate ongoing relationships.
Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows.
Other projects/duties as assigned for the overall benefit of his organizations.
QUALIFICATIONS/EXPERIENCE:

Exceptional organizational skills and impeccable attention to detail.
Excellent communication and interpersonal abilities.
Smart negotiation skills in creating event contracts and outside vendor contracts.
Significant assistant support experience.
Expert proficiency with desktop publishing software; ability to design and edit graphic presentations and materials.
Technical proficiency and problem-solving skills related to IT support and troubleshooting.
High degree of professionalism in dealing with diverse groups of people, including other senior executives, staff, community leaders and industry partners.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Excellent judgment is essential.
Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

Dental insurance - employee pays 80%
Flexible schedule
Health insurance - employee pays 80%
Paid time off
Schedule:

8 hour shift
Monday to Friday
Weekends as needed