The Hayes & Associates (H&A) Account Executive will be responsible for serving as the primary logistics contact on projects as assigned. An Account Executive may also be part of a team and handle more narrowly defined tasks for a particular project. The Account Executive manages and implements project logistics on accounts as indicated in the Scope of Work accompanying client contracts. Specific duties that are required are outlined below.
Duties include:
Project Management
•Interfaces with clients and committees and executes tasks on their behalf thereby facilitating and coordinating project implementation.
• Create and maintain project budgets and timelines.
•Develop and maintain relationships with clients and sponsors in order to understand their needs and market H&A's ability to fill those needs.
•Presume primary role for all stages of event planning and execution.
•Assures that protocol and VIP procedures are always maintained.
•Produces and sends thank you letters to project vendors, program participants and clients.
•Reconciles accounting of project expenditures with all vendors contracted by H&A.
•Provides exact accounting of receivables when applicable to project.
•Organizing and maintaining project and departmental files, including systematically archiving appropriate summary and milestone documents in project binders.
•Collaborating with other H&A team members on projects as needed.
•Assisting in new business development as needed.
Committee Management
•Brainstorm with colleagues as necessary on strategic event planning and committee development.
•Manage volunteer committee participation, as appropriate.
•Research and assist in the solicitation of appropriate volunteer committee members.
•Manage, track, and support the efforts of volunteer committees, including producing and distributing committee meeting materials, minutes, progress reports, and individual solicitation materials.
Event Management
•Determine the design and production of decorative elements for each assigned event in accordance with the client's vision, expectation and budget.
•Establish and maintain good relationships with service representatives, suppliers and vendors to facilitate the best possible service for all clients.
•Manage the activities of service representatives, suppliers and vendors involved in the execution of assigned events, creating RFP's as necessary, informational site visits as required to secure the most cost effective service for all clients.
•Take the lead in coordinating or generating and subsequently distributing scripts for event programs as necessary.
•Work with Director of Special Events to manage design, production and mailing of project save-the-dates, invitations, and other printed materials
•Identify and coordinate entertainment elements of assigned events as necessary.
•Prepare briefing books to include event scenarios, guest lists, menu, invitation, floor plans, VIP bios and other documents as necessary. Produces or oversees production of said briefing books.
•Coordinate site event set-up as appropriate.
•Work with Director of Special Events to orientate and manage H&A staff for event to include production and distribution of event staffing plan to said staff.
Guest List/RSVP Management
•Research and manage invitation lists and advise Production department on project implementation.
•Manages RSVPs with careful documentation of all responses and assist Logistics support staff in providing client with RSVP list updates as contracted.
•Oversee, implement, and instruct Production department on all project mailings, RSVP follow-up and gift bag and nametag production.
•Assist development team as necessary managing table seating.
•Accepts other duties as assigned.
Qualifications, abilities, and knowledge required:
•Strong managerial and organizational abilities.
•Ability to handle multiple tasks/events simultaneously.
•Ability to adapt to changing situations.
•Strong attention to detail.
•Sets high personal standards of performance.
•Self-motivated, works well without close supervision.
•Learns and applies new skills and knowledge with routine training.
•Strong written and interpersonal communications skills.
•Maintains professional appearance and conduct.
•Strong computer skills, including knowledge of or ability to learn Microsoft Word, Excel, PowerPoint, FileMaker Pro, and the Internet.
•3-5 years varied event logistics experience, including (but not limited to) experience coordinating million dollar, 500+ guest Galas, large conferences with multiple break out sessions, events involving more than one location etc.
•BS or equal experience and a proven record of performance.
•Ability to work well under pressure, trouble shoot and think on your feet.
•Ability to organize work, establish priorities, and achieve goals in a deadline-oriented environment.
•Ability to manage and direct staff, volunteers and vendors on site, trouble shooting as necessary.
•Familiarity with D.C. event venues a distinct advantage.
•Congressional knowledge and familiarity with U.S. senior military an advantage.
To apply, please send a cover letter including salary requirements and resume to:
Wendy Salt, Director of Special Events via the reply email above.
www.hayespr.com Hiring Organization: Hayes & Associates
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