Job Description

Workbox is a specialized flexible office operator that provides professionals with a diverse platform to connect both in person and virtually. In addition to traditional office space and coworking solutions, we offer direct access to a range of investors, vetted strategic advising via experienced mentors and professional specialists, as well as an unparalleled community of growing businesses. Our differentiated services have contributed to us being one of the fastest growing operators in the country. 

We are seeking a full-time Events Associate to join our team. The primary goal of this role is to assist in the seamless planning and execution of events. This position will involve managing events, liaising with property managers, coordinating logistics, and supporting event sales. This role is ideal for a detail-oriented individual who thrives in a fast-paced environment, enjoys taking responsibility, and is eager to contribute to the success of a dynamic event planning team. This position is on-site, Monday-Friday.

Key Responsibilities

On-Site Event Management

• Serve as the primary contact for event hosts and manage events independently as needed.
• Set up and tear down event spaces, ensuring audio-visual equipment is properly configured.
• Check in with the event host regularly, troubleshoot issues, and assist with event needs.
• Flexibility to work after-hours events on a need-by-need basis.

Property Management

• Build relationships with property managers to ensure smooth collaboration.
• Knowledgeable of opening and closing procedures and managing booking platforms.

Event Logistics Coordination

• Confirm event details a week prior and coordinate logistics with clients and vendors.
• Ensure certificates of insurance, guest lists, and delivery schedules are in place.
• Ability to create and share floorplans and/or images for setup needs.
• Track and manage conference room credits and cancellations.

Internal & Marketing Events

• Collaborate with the Marketing and Services teams on planning and executing internal and promotional events.

Research and Identify New Event Opportunities or Partnerships

• Assist in identifying new events and/or partnership opportunities with local organizations (i.e. chambers of commerce, young business professional networking orgs, etc.), that align with our target audience (early and growth stage companies) and helps to further solidify our standing as a leader in the startup ecosystem.

Vendor Management

• Develop and maintain relationships with key vendors, updating preferred vendor lists.
• Negotiate vendor discounts for clients and coordinate services.

Event Sales & Marketing Support

• Assist with creating promotional materials and managing event listings.
• Provide sales support when the Event Sales Manager is unavailable, handling inquiries and creating proposals.
• Develop outreach efforts with external event companies.

Requirements

• Experience in event planning, event sales, or hospitality management
• Strong organizational and multitasking abilities
• Proficient in event management tools (ClickUp) and graphic design platforms (Canva)
• Excellent communication and relationship-building skills
• Ability to lift 20-25 lbs. as part of routine job duties
• Ability to work flexible hours, including evenings

Benefits

• Health care: including vision, dental and life insurance
• FSA, HSA, and Commuter Benefits   
• Retirement Plan (401K) 
• Paid Time Off 
• Training & Development 

We are an equal-opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, or veteran status.

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