Special Events Associate

SUMMARY

Responsible for researching, designing, planning, coordinating, and evaluating special events. Also responsible for providing a wide variety of support services and general office functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Event Coordination: Internal Employee Meetings - Coordinate monthly employee meetings to include preparing the agenda, employee invites and handout materials, assisting with set up and welcoming employees; Coordinate departmental team building and EAP training sessions; Act as primary back up for lunch ordering.

Corporate Celebrations - Assist in planning corporate celebrations such as annual Holiday party; St. Patrick's Day; Administrative Professional Day; Summer picnic, Chili-cook off, etc.

Corporate Sponsored Events - Assist in coordinating and volunteering at company sponsored events such as Blood Drive, Flu Shot clinic, Casual for a Cause events, No Shave November, Corporate Cup, etc.

New Employee Welcome Wagon Program - Coordinate and manage weekly Welcome Wagon meetings with TLs and new hires; Create and facilitate surveys for new hires upon completion of the program.

Member of Safety Committee - Participate on the Safety Committee, assisting in coordinating and facilitating all Safety programs and managing the Wellness website.

Milestones and Special Employee Moments - Recognition of milestones and special employee moments such as new births, marriages, employment anniversaries - assist with ordering SMS shirts, 90 day paperweights, Borsheim gifts, etc. (assist with ordering gifts and tokens); employee birthdays, retirements and funeral announcements - assist with coordinating signatures on cards, sending flowers, etc.).

Incentive and Business Events - Serve as committee member and or on-site representative, as needed, at various events such as President's Club; Advanced Sales Forum, Social Insurance Summit; Research, recommend and coordinate agent giveaways (SMS shirts, golf balls, notepads, etc.).

Consult with VP of Operations to determine objectives and requirements for events such as meetings, conferences and other special events; Meet with organizing committees to plan, scope and format of events, to establish and monitor budgets, or to review administrative procedures, marketing and event progress; plan and develop programs, agendas, budgets, and services according to event requirements.

Coordinate event logistics, including all details and services relating to registration and attendee tracking, facilities, catering, signage, displays, special needs requirements, printing and event security; arrange the availability of audio-visual equipment, transportation, displays, and other event needs; Coordinate and monitor event timelines and ensure deadlines are met; Organize registration of event participants when necessary; Monitor event activities to ensure satisfaction of participants and resolution of any problems.

Maintain accurate records of all events, including pictures of set-up, easy to read details regarding number of attendees, successes and areas of concern to be used as a guide for assisting in making decisions for coordinating future events.

Conduct post-event evaluations to determine how future events could be improved; Review event bills for accuracy; Keep inventory of any display materials such as backdrops, projectors, audio and visual or event specific materials such as links, sponsors, binders, collateral hand-outs, theme and logos used, etc.

Administrative/Operations Support: Assist as back up operator; Assist Contracting Unit in coordinating and tracking final resolution for agents who request that we no longer contact; Coordinate and manage travel arrangements for internal employees including airfare arrangements and hotel reservations. Assist in sending holiday cards to agents, vendors, and carriers as well as coordinate gifts and thank you cards.

Special Projects: Work collaboratively with fellow staff to advance the values and mission of Senior Market Sales by serving on relevant internal and external committees; Assists with special projects/assignments as requested by members of management.

Performs other duties as assigned by management. *

*These tasks do not meet the Americans With Disabilities Act definition of essential job functions and are usually less than 5% of time spent. However, these tasks still constitute important performance aspects of the job.

QUALIFICATIONS

EDUCATION / EXPERIENCE

High School Diploma or GED with a combination of education, training, and or experience equivalent to completion minimum two (2) years of college-level coursework with coursework in English, journalism, communications or related field.

Previous experience in event planning, journalism, public relations, marketing, communications highly desirable; or an equivalent combination of education and experience sufficient to successfully perform the essential job functions as outlined above.

Strong verbal and written proficiencies of the English language is required and bilingual (Spanish and English) preferred.

SKILLS

Working knowledge of insurance services industries.

Knowledge of the general industry procedures, practices and terminology.

Knowledge of insurance product lines.

Knowledge of business processing functions including insurance accounting practices, systems, technology and related federal and state regulations.

Knowledge of program and project management including outcomes, quality assurance, and satisfaction measurement and interpretation.

Knowledge of supervisory techniques to accomplish instruction, motivation and training of personnel.

Skill to supervise, motivate and train.

Skill in working effectively with other company departments, internal marketing staff, home office personnel and agents.

Skill in negotiating and problem solving to resolve internal and external conflicts.

Skill in the use of office equipment including computer, fax, printer, scanner, telephone system, etc.

Skill in the use of time management, project management, organization, supervisory and organizational leadership skills.

Skill in maintaining effective working relationships with other management members, employees and the general public.

Proficient computer skills (Microsoft Suite, MS Outlook software preferred).

Ability to communicate effectively, both orally and in writing, in a constructive manner.

Ability to approach and communicate with a wide range of personalities in a professional and courteous manner.

Ability to be patient under frustrating circumstances and demonstrate controlled emotional affect in difficult situations.

Ability to engage in effective interpersonal interaction, verbal communication and written communication.

Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive when faced with multiple urgent requests.

Ability to read, write and communicate English effectively.

Ability to maintain all company policies, including all confidentiality and safety policies.

Ability to actively contribute to team effort.

Ability to work independently, exercise independent judgment, make and execute decisions.

Ability to demonstrate organizational leadership qualities and develop and foster trusting relationships.

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