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.

Responsibilities

  • 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

Requirements

  • 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.

Schedule/Availability

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

Plusses:

  • 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

To apply for this position you will be redirected to the job submission form at Taleo.com, our third-party applicant tracking system. While Taleo.com is not hosted by ZeniMax Media and does not fall under our Privacy Policy, only employees of our Human Resources department will be able to view your submitted information. Information collected via the job submission form is subject to Taleo.com’s privacy policy.

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