ZeniMax Jobs

Event Assistant

Division: Bethesda Softworks | Department: Marketing & Public Relations | Location: Rockville , MD, US

Bethesda Softworks is looking for an energetic self-starter to provide administrative support to the events department. This position is a unique opportunity for a talented, professional, motivated and extremely organized candidate to work closely with Bethesda’s marketing and events team. The ideal candidate will be detail-oriented and self-motivated. You should have strong communication skills, a professional demeanor and the ability to handle confidential information. You should be a creative problem solver, extremely well-organized, take ownership of the tasks at hand, calm under pressure, and capable of multi-tasking. You will also be someone who enjoys being a team player, and can interact and work well with staff and management of all levels.


  • Administrative
    • Responsible for general administrative duties including scanning, photocopying, filing, faxing, mailing, and data-entry
    • Submit purchase requests, vendor agreements and updating budget docs
    • Prepare expense reports and keep track of receipts and expenses
    • Attend weekly calls and meetings about upcoming events
    • Prepare agenda and take notes for all event related calls and meetings
    • Assist with special projects and other general office tasks as needed
    • Sort and distribute incoming mail and prepare outgoing mail including FedEx and UPS packages
    • Coordinate numerous schedules and handle scheduling of meetings and calls for events
  • Event Management
    • Create social media copy, newsletters, promotional materials as needed
    • Manage task lists and milestone schedules for multiple events at once
    • Develop and maintain status reports on current projects that will be circulated company wide
    • Create presentations and maintain information in them as events progress
    • Create post-show internal reports, which will include quantitative results as well as qualitative feedback
    • Maintain accurate guest lists for multiple events at a time
    • Assist in coordination of logistics for senior management and executive events and activities
    • Assist with vendor outreach, set up, payments, paperwork and overall vendor/partner management
    • Communicate regularly with event sponsors, vendors and volunteers to ensure information is received in a timely and accurate manner
    • Perform extensive research for venues, restaurants, caterers, florists, hotels and other vendors per event
    • Prepare RFPs for potential vendors
    • Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies, equipment and signage, and ensure appropriate decor to meet quality and brand expectations
    • Coordinate and track contract reviews and approval processes with senior managers and internal legal team to execute documents in a timely and accurate manner
    • Assist with booking team travel, creating travel manifests and ensuring accuracy of hotel room blocks
    • Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
    • Collaborate with brand and PR teams on campaign and event strategy and messaging
    • Submit tickets to video and design departments for upcoming event collateral needs
    • Assist with ensuring event compliance with insurance, legal, health, safety and building obligations
    • Proactively handle arising issues and troubleshoot emerging problems on event day
    • Assembly and shipping of tradeshow and event supplies
    • Responds to phone and email inquiries from perspective attendees and sponsors
    • Interacts with sponsors to facilitate invoicing and sponsorship agreements


  • Extremely proficient in Microsoft Excel, PowerPoint, Outlook as well as other cloud-based technologies 
  • Strong written and verbal communication skills
  • Strong time management skills, critical thinking, problem-solving, and analysis skills
  • Professional demeanor
  • Extremely organized and strong attention to detail and desire for accuracy
  • Ability to work effectively in a highly confidential, fast-paced environment and solve complex problems
  • Able to shift focus quickly and to balance multiple projects at any given time while remaining high functioning
  • Able to develop and implement organizational systems and office procedures
  • Ability to work with multiple members of various teams on an ongoing basis
  • Ability to lift 50 lbs., stand for long periods of time and walk moderate distances
  • Must have valid driver's license, vehicle insurance and reliable transportation.
  • Demonstrated ability to effectively write business correspondence that is grammatically correct.
  • Proficient in a range of social media applications including but not limited to: Facebook, Twitter, Slack, Teamwork
  • Demonstrable experience in communicating with company leadership, listening to their needs/goals, presenting solutions to their requirements, and working with suppliers, contractors, employees, and others to craft flawless, successful, fun events
  • Demonstrable experience in researching market rates and negotiating with vendors
  • Demonstrable experience managing multiple projects and work assignments simultaneously
  • Desire to expand skill set and knowledge for both events, business growth & professional development
  • Enthusiasm for events – all types and all sizes; Passion for corporate event/meeting planning, project management, organization, and analytic tracking.
  • Ability to work effectively with staff, volunteers and external contacts to build and maintain successful teams
  • Ability to work and make judgments independently and take initiative. Well-disciplined and a self-starter that is extremely resourceful
  • Demonstrate ability to maintain a fast work pace, managing multiple priorities often under pressure while maintaining a positive attitude.
  • Willingness to get your hands dirty. All team members participate in every facet of our events: set-up, execution, and evaluation. No task is too large or too small for the right candidate.
  • Have a willingness and ability to tackle things quickly and independently.


  • Ability to travel as needed to perform job duties
  • Must be able to work weekends and nights, periodically and in accordance with event needs


  • Possess some form of graphic design and/or digital asset management background
  • Prior experience in events/tradeshows and/or catering and hospitality field
  • Prior experience using Oracle
  • Prior experience using Photoshop, Illustrator or any aspects of Adobe suite



How to Apply

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