Events & Office Coordinator at American City Business Journals

Key Responsibilities

Event Coordination

• Support the Events Director (ED) on large-scale events, including event and program logistics, vendor and contract management, event preparation, day-of execution, follow up, and reporting
• Under the direction of the ED, plan and execute internal and small external events (publisher dinners, pre-event receptions, networking happy hours)
• Create and manage online event registration pages, guest registrations, nametags, and event day registration table
• Oversee and execute a marketing and design plan for each event that includes social media, emails, print, and event materials, while working in collaboration with the ED, marketing specialist, and Business Design Desk (BDD)
• Serve as main contact for nominees/honorees, speakers, and sponsors—managing communications, logistics, and event follow up
• Build and maintain strong relationships with vendors, venues, honorees, sponsors, event participants, and internal teams

Office Administration

• Oversee daily office operations, supplies, facilities, mail, FedEx, equipment, and internal communications
• Act as suite liaison and fire marshal; manage badges, fobs, and work orders with property manager
• Organize office culture initiatives (happy hours and outings) and liaise between departments
• Maintain SharePoint folders and support onboarding, HR tasks, and help desk navigation
• Answer incoming calls and assist with general inquiries
• Assist with weekly publication logistics (press run, materials verification form, and event, PSA, and house ads), special sections, and Book of Lists
• Handle mailings for circulation, honorees, sales, and editorial

Key Competencies

• Effective communication skills
• Attention to detail and accuracy with strong organizational skills
• Proactive, solutions-oriented mindset
• Ability to multi-task, prioritize, and manage numerous events and projects in a fast-paced environment
• Effective critical thinking and problem-solving skills
• Excellent interpersonal skills