Special Events Planning Assistant

Special Events Planning Assistant

Job Description

OVERVIEW

This position provides administrative support for the Special Events Department, maintains and coordinates schedules, and acts as a liaison between the Planners, clients, and the general public. This position is also to assist the Planners in their sales and coordination efforts, to maintain the paper trail for all jobs and inquiries. Responsible for promoting the planners with due dates, and keeping client billing current and accurate.

KEY RESPONSIBILITIES

• 
  Manage SE Department calendar and schedule appointments.
• 
  Have complete product knowledge of all of Celebrations Ltd.’s products and services.
• 
  Screen incoming calls and correspondence responding independently when possible.
• 
  Create and maintain accurate and current files and filing systems online and physically.
• 
  Compose and prepare confidential correspondence, reports, and other documents as requested.
• 
  Maintain up-to-date contact records for all jobs and keep our software updated.
• 
  Create and maintain database and spreadsheet files.
• 
  Prepare materials for Planners including client presentations, fusion and excel proposals, and event-related stationery.
• 
  Strong knowledge of in-house computer programs such as Fusion and Got Flowers.
• 
  Maintain confidentiality of all Celebrations Ltd., clients, and information always.
• 
  Reserve venues and vendors as needed.
• 
  Attend on-site meetings with Planners.
• 
  Assist with the setup and coordination of weddings and events.
• 
  Liaise with different departments in the company to coordinate logistics for events and weddings.
• 
  Handle rental and floral jobs as well as small weddings.

BACKGROUND INFORMATION

Celebrations Group Ltd. has been in operation since 1993. We are the leading wedding and special events company in the Caribbean, with a full-time planning, floral, design, and production team. We have an inventory of over 200,000 decor items, in addition to a retail store. We specialize in creating and planning bespoke events both local and international from minimalist to luxury weddings. We cater to both local and destination weddings, extravagant corporate events, and intimate social gatherings.

PERSON SPECIFICATION

The post holder will be detail-oriented, extremely organized, and able to plan and prioritize. The ideal candidate will have held similar positions and will be self-motivated, goal-oriented, and have

strong communication skills. The post holder will be well versed in the use of our computer programs.

KNOWLEDGE, SKILLS AND EXPERIENCE

• 
  Must have 2-4 years' experience in special events and sales.
• 
  Excellent verbal and written communication skills.
• 
  Must be highly organized with the ability to meet multiple deadlines.
• 
  Excellent computer skills are essential, along with time management and prioritization skills.

WORKING CONDITIONS

• 
  Working hours are varied and include evenings, weekends, and Public Holidays.
• 
  The work environment will include working outdoors from time to time and in some cases, in hot weather conditions.
• 
  Must have clean driving and police records and own transportation.

Salary Range: CI$27,600 – CI$34,200 per annum plus benefits package.

Salary commensurate with experience.