Job Description

The Event Manager Assistant supports the Director of Marketing Experiences in identifying, researching, planning, organizing, executing, and evaluating all trade show events for YouScience.

This role involves coordinating logistics, managing communication with territory managers, working with travel coordinator, managing and preparing conference materials (supplies, brochures, swag etc.) and ensuring events run smoothly from inception to completion.

The ideal candidate is detail-oriented, proactive, and possesses excellent organizational and communication skills.

This role will average 15-20 hours per week (M-F, flexible hours, approximately 9a-3p) and will be performed on-site at our HQ in American Fork, UT

_ Key Responsibilities:_
● Event Planning Support:

• Researches and assists in identifying the proper events for YouScience to attend.
• This may include: Event dates, location, audience, cost, prospectus, presenter opportunities, sponsor opportunities, deadlines, travel information.
• Help develop event timelines and checklists.
• Coordinate with vendors and suppliers to secure services and equipment.

● Logistics Coordination:

• Manage event logistics, including shipping (to and from) or travel arrangements for booth materials.
• Ensure all technical requirements (carpet, electricity, WiFi, tables, chairs,equipment, swag, etc.) are met.
• Review all returned materials for damage. Restock and prep for the next event.

● Event Communication:

• Act as a point of contact for clients and vendors before, during, and after events.
• Handle inquiries or requests from Territory Managers and provide summarized information to be discussed during the Conference Review Committee meetings.
• Prepare and distribute event communications, including schedules and instructions in Slack channels.

● Administrative Duties:

• Maintain and manage event equipment and supplies.
• Assist with tracking of budget associated with equipment and supplies.

● Event Execution:

• Support the Director of Marketing Experiences in overseeing event operations and ensuring all activities are executed as planned.
• Troubleshoot and resolve any issues that arise during the event (Primarily from HQ office)

● Post-Event Activities:

• Assist with post-event evaluations, including gathering feedback and preparing reports.
• Help with follow-up tasks, such as rescheduling the same event again.

Qualifications

● Education:

• High school diploma or GED equivalent. Preferred; Associate’s degree or equivalent experience in event management, hospitality, or a related field.

● Experience:

• Prior experience in event planning or coordination is preferred but not required.

● Skills:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in the Google, Microsoft Office, Asana, and Adobe products.
• Ability to work flexible hours, both in office and remote.
• Strong problem-solving skills and attention to detail.
• Handy and adaptive; able to modify, adapt, or fix broken or missing equipment.

● Personal Attributes:

• Professional demeanor and positive attitude.
• Ability to work well under pressure and adapt to changing circumstances.
• Strong interpersonal skills and a customer-focused approach.

● Working Conditions:

• The position will require in-office work with flexible hours and days.
• Physical demands include lifting and carrying event materials and equipment.
• May require occasional travel to event locations.

Additional Information

Company Values

• We empower others
• We perform as a cohesive championship team
• We are all leaders
• We never stop growing
• We make a positive impact
• We show respect in word and in deed
• We remember that life is bigger than our work

YouScience is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, sexual orientation, gender identity, color, religion, national origin, age, disability, veteran status, or another legally protected status