Duties, Tasks and Responsibilities
- Conduct all aspects of sales and marketing-related events and campaigns to assure an integrated and optimized presence at events.
- Design creative concepts for event related deliverables (invitations, sponsor advertisements, social postings) using Adobe Creative Suite InDesign, Illustrator and/or Photoshop. Event presentation design support using PowerPoint.
- Administer events using email marketing and digital event management programs. Track return on investment by documenting spend. This also includes travel to events to set up trade show displays and/or to coordinate and host entertainment arrangements.
- Conduct all aspects of approved corporate sponsorships while maximizing sponsor benefits.
- Administer, organize, document, and continually monitor the master events calendar and related files. This requires having a good understanding of event participation objectives to help inform and collaborate regarding event strategy.
- Prompt, proactive communication with marketing creative leads and business development to ensure timely planning, including sponsorship reservations, collateral needs, and digital campaign planning.
- Establish and maintain quality relationships with association partners.
- Research and prompt presentation proposal opportunities. Will coordinate presentation proposal submissions to the association.
- Manage exhibit booth selection and reservations, serving as the lead point of contact for all conference logistics (registration, sponsorship commitments, booth furnishings, etc.)
- Manage hotel group block reservations when required.
- Anticipate required marketing collateral to complement event presence. Assist with ordering as needed.
- Plan, order and inventory all event-related novelties. This includes research, selection, ordering, shipping, and storing novelty items.
- Process conference, sponsorship, and vendor invoices for payment.
- Track and document event-related expenses to help calculate return on investment.
- Responsible for following up with sales to collect and document event-sourced sales leads. Process monthly report event leads updates and submits to the Sales and Marketing Administrator
- Participate in event debriefs to document future event improvements and notes on the overall conference experience – this directly influences event planning for the subsequent year.
- Maintain a working knowledge of a wide variety and number of events in each state.
Behavioral Competencies
Core Competencies- Integrity – Acts in an honest, trustworthy, high integrity manner; makes and keeps commitments.
- Continuous Learning – Learner focused on constant improvement; embraces new technologies.
- Exceed Expectations – Work hard to exceed client and association expectations.
- Compassion – Conduct oneself as a steward of PSI, supporting its growth and ability to help those in need. Accountability – Take responsibility for one’s actions and decisions.
- Collaborative – willingness to engage and foster an environment of teamwork in a resourceful manner
- Creativity – Completes responsibilities and tasks in an efficient, creative, original, and innovative manner.
- Pace, Variety, and Time Management of Activities – Role requires flexibility and work under pressure. Some days may be steady and predictable but other days presenting tight deadlines. There is a large degree of predictability from one day to the next and job activities tend to be consistent or even repetitious in nature.
- Focus – People and detail focused. Service orientation with strong focus on repeatable, very high-quality results. Keen eye for planning and detail.
- Communication – Collaborates in a verbal and written manner that is engaging and professional. Communicates in a way that displays strong interpersonal skills.
- Customer Service – Provides excellent customer service in a sales-oriented environment.
- Initiative – seeks ways to add value to the marketing team through additional task support.
- Goal Oriented – Drives to meet goals in a motivated and self-directed way; works hard with limited supervision. Acts in an eager way to learn and accept challenges. Performs assigned tasks and completes work on schedule.
- Detail Oriented – Desire to support team members in a way that is detail oriented and accurate. Displays time management during completion of tasks and responsibilities.
Working Conditions
- Office functions will primarily be performed at PSI’s main business office in Indianapolis.
- Business hours are Monday through Friday, 8:00 AM to 5:00 PM daily, with flexibility in the daily work schedule as agreed.
- Work hours vary based on workload and should average 40-45 hours per week.
- Additional hours are required in the evenings or weekends depending on marketing event deadlines.
Minimum Qualifications
Education/Experience- Possess a bachelor’s degree in business, marketing, liberal arts, or equivalent experience.
- 2+ years of working experience in a business environment, preferably Architect, Engineering, Construction.
- Ability to multi-task and work independently and within a team environment.
- Excellent client service and interpersonal skills.
- Strong analytical, organization, and time-management skills.
- Strong initiative and attention to detail with a high degree of accuracy required.
- Proficiency in Adobe Creative Suite. Eventbrite reservation web application and Microsoft Office, including Word, Excel and PowerPoint. Ability and desire to learn other software tools such as HubSpot and Salesforce.
