Event Assistant

Role Overview

We are seeking a detail-oriented Event Assistant to support marketing operations and event coordination for a long-term contract located in New York, NY. The role entails managing contract administration, vendor communication, payment tracking, and logistical activities to ensure smooth execution of marketing events and conferences in a dynamic IT software environment.

Key Responsibilities

• Oversee contract administration by collaborating with procurement and legal departments to facilitate vendor agreement approvals.
• Maintain active communication with external vendors to obtain documentation, verify terms, and ensure event tasks progress on schedule.
• Coordinate with Accounts Payable to track invoice statuses and guarantee timely and accurate payments.
• Monitor departmental credit card usage, keep purchase records orderly, and prepare semi-monthly expense reports with precision.
• Support conference and event logistics by following up on deliverables, schedules, and operational requirements.
• Engage with cross-functional teams and leadership to maintain timelines for contracting, ordering, and payments.
• Input vendor invoice details and aid in financial documentation procedures related to marketing initiatives.
• Keep comprehensive, current records of contracts, payments, and vendor interactions to assist with audit preparedness and process consistency.

Qualifications

• Minimum of 3 years’ experience in event coordination, marketing support, or administrative operations emphasizing meticulous attention to detail.
• Proven competence in managing vendor relationships, contract tasks, and following up on payments across multiple projects.
• Background in event management, conference planning, or attendee logistics for marketing programs.
• Familiarity with invoice data entry, payment processing, expense tracking, and related financial recordkeeping.
• Exceptional detail focus and capacity to maintain accurate credit card charge documentation and reconciliation records.
• Strong communication abilities to collaborate effectively across departments and with vendors.
• Skill in prioritizing deadlines, juggling multiple responsibilities, and adapting within a fast-paced IT software setting.

Additional Information

The position is offered through Robert Half, a specialized talent solutions firm supporting contract, temporary, and permanent job placements. Contract workers receive benefits including medical, vision, dental, life, and disability insurance and can enroll in a company 401(k) plan. All U.S. job applicants must be legally authorized to work in the country. Robert Half is an Equal Opportunity Employer dedicated to diversity and inclusion.