Events Marketing Support Specialist

About the position

In this role, the Events Marketing Support Specialist will provide support for the Events Marketing Team and company-wide events. This role is focused on managing and coordinating aspects of event preparation and execution activities across our brand marketing team and business unit staff. Utilize established tools and workflows to ensure that all deadline-driven event activities are completed promptly and efficiently. Create and apply best practices throughout all phases of event preparation and execution to ensure best-in-class, memorable, and productive client experiences. Resolve event preparation and execution issues. Ensure proper review and approvals of all execution phases. Gather feedback and prepare debrief reports on event results.

Responsibilities

• Oversee and coordinate William Blair marketing event preparation and execution activities across BMC (Brand Marketing & Communications) teams and business unit staff with guidance from senior event producers.
• Ensure alignment with established project plans.
• Work with BMC team members, business unit staff and vendors to arrange on-time, successful delivery of all event materials and components.
• Utilize and update WRIKE project management tool to maintain status of deadline driven tasks and activities.
• Provide seamless organization and delivery of event details and supporting materials.
• Execute preparation, set up, day of event and event closing tasks, including site planning, invitation production and distribution, event material preparation and production, vendor coordination, signage, shipping, participant logistics, equipment set up, check in, audio/visual assistance and post event follow up.
• Acquire appropriate approvals for all event components.
• Develop events marketing best practices and apply them throughout all phases of event preparation and execution.
• Ensure all event activities are consistent with William Blair marketing strategies and brand image.
• Own the resolution of event preparation and execution issues in a timely manner, ensuring minimal effect to participants.
• Track issues and escalate as necessary to ensure prompt resolution.
• Report issues that may risk event success to stakeholders.
• Create and execute solutions and changes to processes to prevent future issues.
• Ensure proper review and approvals for all event phases from Director, Client Events Strategy Team, and other relevant stakeholders.
• Gather and analyze event feedback.
• Prepare debrief reports of findings for BMC and business unit management.
• Ensure all activities are in compliance with applicable rules, regulations, policies and procedures.
• Additional responsibilities as requested.

Requirements

• Bachelor's Degree in Marketing related field required
• 2 - 5 years of experience in events marketing required
• Financial services industry experience preferred
• Experience in/working knowledge of investment banking and private wealth businesses preferred
• Advanced events marketing skills
• Advanced project management and prioritization skills, including use of project management technology tools
• Strong written and verbal communication skills
• Strong organization and time management skills
• Ability to adapt to changing situations and apply critical thinking to solve issues
• Ability to build relationships and collaborate cross-functionally
• Knowledge of events marketing best practices
• Attention to detail and quality
• Proficiency in Microsoft Office, Salesforce and Cvent

Benefits

• Medical, dental and vision coverage
• Employer paid short & long-term disability and life insurance
• 401(k)
• Profit sharing
• Paid time off
• Maven family & fertility benefit
• Parental leave (including adoption, surrogacy, and foster placement)
• Other voluntary benefits