Executive Assistant
- Employer
- Pro Image Solutions
- Location
- Orlando, Florida
- Salary
- $14hr
- Posted
- Sep 26, 2016
- Closes
- Nov 14, 2016
- Ref
- 168554
- Industry
- Professional
- Category
- Administrative
- Contract Type
- Contract
- Hours
- Full Time
- Career Level
- Experienced (Non-Manager)
Assistant to the President and Trade Show Director
- Enter booth contracts in ACT, send contact reports to accounting.
- Send out all Marketing materials related to GOA(including large scale mailings).
- Format and collate all written materials for VP, Show Director.
- Run reports from the ACT database.
- Create weekly reports on sales efforts.
- Create Trade Show Council meeting materials.
- Assist operations director with international shipments via UPS.
- Set up sales office onsite at GOA.
- Train temporary staff onsite at GOA.
- Operate mail machine.
Job Duties
Executive Assistant to the President & CEO
- Create and maintain a detailed spreadsheet of all web and print advertising with trade publications including deadline dates to assist communications.
- Contact all trades publications who need booth space at GOA to establish booth contracts and furniture/electric/drayage etc.
- Create a dynamic spreadsheet listing all trades, PAF members and pay exhibitors who order furniture services using the GOA furniture package form.
- Keep track of all comp services that are given to exhibitors and communicate to contractor, operations, sales and management.
- Send weekly updates on exhibitor lists including new additions, cancel exhibitors, booth moves, upgrades, downgrades, company name changes etc. to all contractors for GOA.
- Create and maintain the Exhibitor Marketing timeline which includes historical data, mail quantities for print and a date deadline schedule to keep our marketing on track.
- Participate in weekly calls with CDS Registration Company/Exhibitor Liaison for registration
- Keep historical binder books of GOA booth contracts and Sponsorship & Advertising.
- Manage all badge requests for Board Badges, Contractor Badges, Speaker Badges, Student badges, and Staff Badges.
- Create Mailing Lists for trades or exhibitor requests using the CDS registration system. Process Mailing List forms and communicate with the mail house to deliver the job.
- Produce Visa Invitation Letters for all exhibitors.
- Send out IBP binders to delegates using APO military addresses and US 2976 postal customs forms.
- Assist in the IBP binder project with documents and disc production.
- Free Seminar Pass mailings.
- Free Seminar Pass registrations for Latin trades.
- Create and maintain the Show Planning Agenda for GOA meetings.
- Maintain PAF Board of Directors & TSC list.
- Send out all agendas and minutes for board meetings.
- Send out all agendas and minutes for Trade Show Council meetings.
- Create board books/meeting materials.
- Send out GOA speaker agreements.
- Create all booth assignments and reservations using the A2Z floorplan database.
- Maintain the floorplan with all configuration changes and exhibitor changes.
- Process all changes to exhibitor information using both ACT & A2Z databases.
- Communicate with all trades to arrange publication shipment for pub bins.
- Manage pub bins onsite with un-authorized publications and quantities.
- Process and manage proof approvals, maintain binder with historical data.
- Travel Arrangements for Board, Staff and PAF guests.
- Template management for confirmation letters, IBP and expo guide reminders.
- Send confirmation letters.
- Send Exhibitor Expo Guide Reminders.
- Assist in PMC, registration, award walls setup.
- Show office onsite at GOA, train temporary staff.
- Receptionist for PAF & GOA.
- First point of contact for GOA website.
- First point of contact for all outside inquires, CDS website trades etc.
- GALA Registration list and table assignment.
- Arrange special mailings for campaigns: Oranges & Roses marketing campaigns.
- Show Announcements documents.
- Update database(s) with return mail.