The Administrative Assistant, Live Events is responsible for providing various levels of administrative support to the Live Events franchise head and Live Events Leadership Team. This position will work in conjunction with the Live Events project managers across several executional aspects of the 400+ meetings and events produced annually. The position will rely on judgment to plan and accomplish goals and perform a variety of tasks under general supervision.
Oversee routing and review of all department contracts, (hotels, AV, restaurants, vendors, etc.), facilitating communication between finance and the PM's, and maintaining a status grid of all needed contracts.
Regular maintenance and dissemination of Live Events schedule.
Create and maintain weekly Live Events department PowerPoint slides for TV monitors.
Oversee all catering ordering and food service operations for MJH Studios.
Maintain proper inventory levels of all required items for MJH Studios catering.
Ensure proper levels of all meeting-related branded materials and initiate ordering of additional items when inventory dips below minimum inventory level.
Serve as back-up to Registration Coordinator for incoming calls, including but not limited to the PER registration line, in a courteous, efficient, and professional manner, routing all calls proficiently/quickly or addressing individual callers' needs.
Miscellaneous administrative functions including scheduling, copying, faxing, filing, daily correspondence, communication with appropriate company employees.
Create and/or update department documents/reports/presentations (contact list, tracking sheets, conference sheets, org chart, etc.) using MS Office applications.
Prepare all shipping labels, and where needed, shipping manifests, for each meeting.
Assist with shipping materials, as needed.
Submission and tracking of select POs and invoices, via ReqLogic.
Maintenance of HRA conference materials (iPads, chargers, cases, etc.).
Assist with conference research, as requested.
Potential for approximately 5-10% travel annually.
Attend departmental/company meetings as requested.
Participate in on-going training and development.
Performs other duties and assignments as directed.
Exceptional organizational and follow-up skills
Excellent written and verbal communication skills
Ability to see long-term assignments through to completion
Adherence to numerous and strict deadlines
Organized, creative, and efficient
Strong customer service orientation and ability to act diplomatically
Proven ability to work under deadline pressure, both independently and as part of a team
Strict attention to detail
Excellent problem-solving skills
Proficient with Microsoft Word, PowerPoint, Excel and Outlook
Bachelor's Degree or High School Diploma/GED with 2+ years proven experience in a similar role
Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing.
Michael J. Hennessy Associates, Inc. (MJH), provides health care professionals with information and resources they need to stay competitive in their practice and optimize the quality of care for their patients. We are the preferred source of health care daily news and information and are committed to launching innovative platforms and video programming. If you strive to be an expert in your field and thrive when taking risks, then our entrepreneurial, growing company is the place to be. We focus on achieving goals through teamwork and creativity in a fast-paced environment. The ever-changing health care communications industry requires us to stay ahead of the curve to create new ways of improving quality of life through health care communications, live events, and medical education. Our state-of-the-art corporate headquarters, located in Cranbury, New Jersey, promotes collaboration among employees to develop new ideas to keep MJH as the industry leader in health care communications. We offer our employees countless opportunities for on-the-job training and professional development, and the ability to make a difference in the health care industry. We strive to create a culture that values dedication, hard work, collaborative events and community involvement.
Michael J. Hennessy Associates, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. All employees of Michael J. Hennessy Associates, Inc. are employed "At Will". This means that either the employee or the Company is free to end the employment relationship at any time, for any reason, with or without cause and with or without notice.