Event Support Specialist

Position Purpose:

This position provides support to the Event Management team to ensure the successful planning & execution of all AWM & Charis Bible College home, internal, hosted & away events.

Essential Duties:

• Schedule ops and team debrief meetings per event in advance using a timeline
• Manage Conference email inbox
• Prepare and distribute team and operational meeting documents and agendas
• Take detailed operational meeting notes and distribute them to attendees
• Be able to effectively track details for multiple events simultaneously using professional software such as SharePoint, Smartsheet, Monday.com, and other project management tools and update the Event Managers
• Provide onsite support to the Event Management team during events
• Create and edit event-related documents and submit requests to other teams
• Get quotes and schedule outside vendors as needed for events; create proposals
• Responsible for the Charis Markets; handle all communication with vendors, assist in helping with floor plan creation, and submit Marketing requests
• Liaise with the Administrative Assistant to the Senior Director of Conference and Events for quote payments
• Review the Event SharePoint page daily, update as needed, and inform the Event Management team of missing information
• Ensure new events are added to the C&E SharePoint folder structure
• Review event registration pages for accuracy and connect with Marketing for revisions
• Assist in reviewing ministry-wide event information for accuracy and connect with Marketing for necessary revisions
• Prepare post-event reports and send them out to all teams involved
• Assist in reviewing Marketing assets for accuracy/approval
• Liaison between Marketing regarding promotions and assets
• Attend Event Management meetings, take detailed notes, and send them to all attendees
• Submit and monitor event webpage requests/revisions
• Participate in team meetings, leadership training, and ongoing professional development
• Other tasks as assigned