Job Description

COMPANY OVERVIEW

Oppenheimer Companies, Inc. (OCI) is a team-oriented, broad-based corporation with divisions and affiliates spanning a wide array of disciplines primarily in the food and real estate businesses; each focused on helping customers meet their goals. We develop long-standing partnerships by providing the greatest values to our customers with the best quality products and services, which maximizes their profitability. This also creates internal opportunities for personal growth, responsibility, and reward to our team members. Entrepreneurial spirit drives us as we build companies from food service, branded and private label food products, to commercial real estate development, property management and logistics.

DIVISION OVERVIEW

With hundreds of members nationwide, Golbon is a leading foodservice buying group nationally, leveraging our members’ strength and unity to develop programs that enhance a distributor’s competitiveness and bottom line. Our goal is to find innovative and effective solutions to assist people and organizations address their challenges and opportunities.

Tality is a Special Events division under Oppenheimer Companies, Inc. primarily supporting Golbon with full-service conference, corporate retreat and incentive event planning services, while also providing exceptional service to external customers. Our goal is to elevate the event experience by delivering exceptional and meticulously planned experiences. We are committed to excellence, professionalism, and a personalized approach.

POSITION PURPOSE

The Special Events Coordinator provides exceptional support to the Special Events Director in coordinating and executing major Golbon and external customer events per year, helping to ensure the highest level of customer satisfaction for both internal and external clients. Special project management includes maintaining and following project timelines, event database development and maintenance, oversight of event materials production, event marketing, assisting in awards banquet production, managing inventory and event storage area, researching and soliciting bids from event suppliers, and coordinating event projects and secondary meetings (executive, training, etc.) with internal associates.

KEY RESPONSIBILITIES:

Conferences & Incentive Trips

• Develop and maintain events databases to track all pertinent information including attendance, income, sponsorships, participant details, staff information, etc.
• Manage event timelines/checklists and communicate responsibilities and deadlines with other staff; update supervisor regularly with status on projects/elements.
• Develop and maintain event online registration sites.
• Upload content/data for and organize event apps.
• Assist with conference appointment matching/scheduling process as required.
• Coordinate Golbon event communications – electronic and mailed.
• Prepare event registration packets.
• Design and produce multi-media presentations (PowerPoint and videos) for events.
• Prepare and coordinate event shipments with freight companies and event sites.
• Prepare information, write copy, and design events portion for monthly Golbon Connect and Event Recaps - electronic newsletter publications.
• Update event surveys; download and format results.
• Organize and upload event photos for sharing with attendees.
• Create and maintain event marketing project calendar.
• Liaison with CVBs, hotels for information, promotional support items, etc.
• Source event suppliers for review and approval by supervisor: photography, entertainment, décor, etc.
• Coordinate/oversee travel booking for staff and Golbon event attendees.
• Provide direction onsite to hotel/venue departments (shipping/receiving, bellstand, a/v, catering personnel); and other event suppliers.
• Onsite event support as needed – customer interaction, event materials organization and distribution, event setup oversight, event production liaison.
• Promotional Materials
• Identify and recommend event promotional items.
• Meet with premium companies to review options; solicit bids, negotiate pricing.

Coordination of Secondary Meetings

• Liaison with internal meeting facilitator.
• Research meeting site and vendors.
• Communicate with participants: marketing, registration, and general meeting information.
• Track participation, revenue and expenses, and manage event database.
• Create meeting specs, coordinate with meeting site representatives, review and approve event orders.
• Oversee invoicing, initial expense review prior to submitting to supervisor for final approval.

Coordination of Design and Production of Event Materials

• Coordinate with Lumen Creative team to build scheduling calendar to ensure event deadlines are met.
• Oversee design and production of program image and materials: signage, banners, sponsor recognition, brochures, mailers, registration, table programs, etc. with input and approval from supervisor.
• Coordinate and provide all copy and other content for event marketing materials.
• Request bids for services and recommend resources for outsourcing, if required. 

General Administrative Support

• Document preparation and distribution including mail merge projects.
• General office/clerical: filing, scanning, copying, routing, etc.
• Research best fare options for all events and corporate travel as requested: internet research, travel agency requests, direct airline contact.
• Book travel using awards points, as requested by corporate staff.
• Regularly review and provide updated information for Tality website.

Inventory Control

• Manage and maintain storage areas and inventory for special event items.
• Manage order and bid process for event supplies and promotional items.

QUALIFICATIONS:

• Minimum of 3 years of administrative support experience in a corporate environment.
• Bachelor’s degree in Marketing, Business, or related field preferred.
• Previous event or marketing experience preferred background
• Ability to work independently and create and manage work schedule to achieve job responsibilities: strong self-initiative required.
• Highly detail-oriented with superb organizational skills.
• Strong ability to multi-task with results-oriented mindset.
• Self-starter, highly motivated, takes initiative.
• Excellent skills in project development and tracking.
• Excellent communication (verbal and written) and problem solving skills.
• Excellent customer service skills.
• Creative and innovative thinker.
• Calm nature and the ability to stay cool under pressure.
• Advanced skill levels in Microsoft products including Teams, Forms, PowerPoint, Excel and Word.
• Ability to learn and manage event-related software like online registration site builder, event app organization and content upload, appointment matching system.
• Team player, energetic and enthusiastic.
• High level of confidentiality.
• Ability to oversee work performed by others – subcontractors, facilities staff and temporary staff.
• Must be able to work Monday-Friday, 8:00am – 5:00pm with some occasional evenings and weekends
• Travel to scheduled events is required; up to 10% of time spent traveling (approximately 3-4 weeks per year).
• Ability to take vacation and personal time off is limited during lead-up to events; always subject to approval by supervisor.
• Ability to lift 40-50 lbs. on an occasional basis.

OCI BENEFITS 

OCI is committed to investing in our associates to help them unleash their potential. We offer competitive salaries, a 401(K)-matching program, and a wide selection of health and wellness benefits. These benefits also include wellness activities, parking allowances, access to continuous learning, paid holidays and a generous vacation package, workplace giving, free access to financial resources, gym membership discounts, and more!

COMPANY CULTURE:

Our associates work collectively toward our vision. We share a set of truths referred to as P.A.C.E!

• PEOPLE first. Everything else follows. We work hard to develop respectful, collaborative relationships and meet shared goals.
• ACTION. We are passionate entrepreneurs and execute with a sense of urgency and strong will to win. We fuel creativity and innovation.
• CURIOSITY. We have a deep desire to learn and grow.
• ETHICS.  We do the right thing in our business and community, even when no one is looking.
• ! We have fun and make our mark! We get excited about what we do, we enjoy the process and recognize that enthusiasm and engagement are contagious.

The above statements are intended to describe the general nature and level of work being performed by associates assigned to this job title. They are not intended to be an exhaustive list of all responsibilities and skills required.

Oppenheimer Companies Inc provides employment, training, compensation, promotion and other conditions of employment without regard to race, color, religion, sexual orientation, gender identity, gender expression, national origin, sex, age, disability, veteran status, medical condition, marital status or any other legally protected status.

Oppenheimer Companies, Inc. is an equal employment opportunity employer.

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