Events & Marketing Administrative Assistant
Job Details
Stone Soup Inc - WASHGTON, DC
$48,000.00 - $48,000.00 Salary/year
Marketing

We are looking for an enthusiastic full-time Administrative Assistant to assist with all of the
administrative work associated with marketing and events in our various locations. In
concert with the Events and Marketing Team, this self-starter will serve as one of the office
voices of the Events Team and work will include but are not limited to answering and
returning phone calls, printing and copying menus, following-up with inquiries, completing
extensive computer data entry, and managing Directors calendars.

SPECIFIC RESPONSIBILITIES
Work with clients through -emails and phone calls to solidify event dates, room
set-up, technical needs and menu selection as well as provide proposals, contracts,
and invoices as needed.
Maintain accurate and up-to-date records for all event management projects,
including clients, vendors, entertainers, speakers, attendees, etc. and enter accurate
information into the database;
Assist with and ensure that all materials are prepared, assembled and delivered prior
to events; Provide research support and administrative support to the Events Team,
including printing menus, flyers, etc.;
Work with the Events and Marketing Team to design, create and distribute marketing
flyers, promotional documents and internal correspondence for use in Busboys and
Poets as well as manage design and production for printed materials, brochures,
signage and other marketing pieces.
Acts as an intermediary for investigating critical and sensitive matters that may be of
interest to the supervisors.
Updating and delivering restaurant and event menus as well as creating and
delivering business cards
Acts as coordinator for collection of data/special assignments from the supervisors;
and in this context, ensures that deadlines are also met. Identifies problems and
advises the supervisor of the various alternative solutions and their consequences,
so that he/she may make final decisions.
Maintain supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; placing and expediting orders for supplies; verifying
receipt of supplies
Write letters and emails on behalf of other office staff, as needed

 

Provide on-site support at the restaurant, when necessary, and assist Events and
Marketing Team in other tasks, as needed. Assisting catering manager with off-site
catering duties when needed
Maintain organization and cleanliness of the office common spaces. Update office
duties checklist as needed.

QUALIFICATIONS AND REQUIREMENTS
Candidates should be personable and customer service-oriented, have excellent
time management and project management skills, as well as be proficient in
database management. This position requires a passion for events and for creating a
high quality guest experience. This position will include a fair amount of database
entry as well as extensive telephone and email correspondence. Key qualifications
include:
Excellent customer service skills;
Outgoing personality, comfortable meeting new people;
Strong attention to detail; excellent multi-tasker with a positive, can-do attitude;
Ability to work under pressure. At times, ability to work flexible hours that include
holidays and occasional mornings, evenings, and weekends;
Ability to handle a large volume of events;
Experience collaborating/interacting with individuals at all levels of an organization.
ESSENTIAL SKILLS AND EDUCATION/EXPERIENCE
Experience in the restaurant industry, event marketing, and event management is
required;
Knowledge in event/meeting/conference setups and executions;
Exposure to graphic design software and examples of past work
Experience with social media campaigns is a plus;
Excellent oral and written communications skills required
Ability to handle multiple activities, events and projects simultaneously
Proven ability to excel in a team environment
Flexible enough to work in the evenings, holidays and on the weekends, at times as
well as travel to restaurant locations and off-site events

COMPETENCIES
Cultural Competency Possess the ability to understand, communicate with, and
effectively interact with people across cultures.
Visionary Leadership - Inspires respect and trust.

 

Oral Communication - Speaks clearly and persuasively in positive or negative
situations; responds well to questions; demonstrates strong presentation skills;
outgoing personality and a comfort in meeting new people
Teamwork - Exhibits objectivity and openness to others views; puts success of team
above own interests; able to build morale and group commitments to goals and
objectives; supports everyones efforts to succeed.
Quality Management - Looks for ways to improve and promote quality; demonstrates
accuracy and thoroughness.
Customer Service - Responds to requests for service and assistance; meets
commitments.
Design - Demonstrates attention to detail.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and
analyzes information skillfully; works well in group problem solving situations.
Technical Skills - Assesses own strengths and weaknesses; strives to continuously
build knowledge and skills; shares expertise with others.
Business Acumen - Understands business implications of decisions; aligns work with
strategic goals.
Cost Consciousness - Works within approved budgets; develops and implements
cost saving measures; contributes to profits and revenue; conserves organizational
resources.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others;
works ethically and with integrity; upholds organizational values.
Strategic Thinking - Develops strategies to achieve organizational goals;
understands organizations strengths and weaknesses; analyzes market and
competition; identifies external threats and opportunities; adapts strategy to
changing conditions.
Flexibility - Ability to work well under pressure; able to work flexible hours that may
include late evenings and/or occasional weekends; ability to handle a large volume
of events
Creativity Use of imagination or original ideas to help create innovative marketing
and promotional materials
 

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