Event Assistant

• Input all event documents/files and organize in the appropriate shared folders in Dropbox

• Attend and note-take during client/vendor meetings when assigned by Event Managers

• Manage all staff calendars by setting up meetings/calls with vendors, clients, managers, and internal staff

• Research new/up and coming vendors and venues and assist with bookings for clients as assigned by colleagues

• Attend webinars, site visits, industry events, do online research and more to broaden event management knowledge

• Create and update production schedule for each client continually and as information is received by coordinators/managers

• Support staff in developing and brainstorming for design decks for clients/events

• Maintain all documentation related to events as tasked by Events Coordinators and Managers

• Request and review all documentation needed for on-site events from vendors and venues (certificates of insurance, permits, etc.) as assigned

• Assist with hotel research and room block management for clients

• Support staff in receiving and maintaining COVID-19 vaccination information for events
  Update client wedding websites as needed with key information (event date, room blocks, etc.)

• Create templates for events team to streamline pre-event planning processes as assigned by staff

• Assist with event set-up on site as assigned

• Assist with collating all internal print and other materials for event day, including courier pick-ups/drop-offs

• Assist nonprofit clients with registration/auction platforms and auction item write-ups as needed

• Create agendas for all client meetings to be sent to Events Coordinators and Managers based on past meeting action items/meeting notes

• Assist with basic office needs, keeping office maintained and organized, including filing paperwork as assigned by colleagues

TO APPLY: Please send a cover letter and resume to Jessica Stevenson at careers@aeevents.com

Graphic Designer

SUMMARY

Reporting to the Senior Leadership Team, you will be responsible for graphic and design creation for multiple events. This is a part-time, in-office position.

Key Responsibilities

• Function as the primary graphic designer within the AE team

• Produce a wide variety of content and creative deliverables, both digital and printed including but not limited to:

• Create and produce design decks

• Create print and digital ads

• Graphic and animation creation

• PowerPoint templates

• Signage and graphics for events

• Ability to visualize event themes and implement a clear design aesthetic

• Partner with the AE clients on overall creative strategy and to maintain AE corporate brand acting as brand ambassador

• Serve as point person for creative requests from the AE Team and determine the best resources to fulfill them

Qualifications

This individual will be highly visible and interact internally within AE Events, managing a variety of functions across the company including engaging with AE clients and vendors. The successful candidate will be highly-collaborative, committed to their craft and possess the following capabilities and characteristics:

• Thrive in a fast-paced environment managing multiple projects at once; capable of managing shifting priorities while maintaining the highest levels of commitment to good design principles and quality

• 5+ years of professional experience in creative and visual communications either in-house or agency; experience in events and meeting planning is a plus

• High level of professional proficiency in Adobe Creative Cloud (and Adobe InDesign, Adobe Illustrator and Adobe Photoshop specifically) with ability to provide a portfolio of work

• Proficiency in the creation of motion graphics/animations using Adobe AfterEffects

• Skilled at photo retouching

• Proficiency in Microsoft Office; expertise in PowerPoint preferred

• Ability to work on Mac systems

• Passion for great design and for developing their own creative skillset independent of specific work deliverables

• Experience managing multiple projects at once; capable of managing shifting priorities in a rapidly changing environment

• Possess excellent organizational skills, both in the way they manage their time and workflow

• Impeccable attention to detail; ability to execute and deliver quality product within timelines

• Strong written and verbal communication skills as well as strong interpersonal skills and high level of comfort engaging directly with a wide variety of internal stakeholders

• Demonstrated reputation as a well-respected, dynamic team player

• Ability to follow established processes as well as comfort in evaluating and suggesting improvements

• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.

• Interacts positively and exudes professional behavior and communications with employees, clients, and vendors to foster and support kindness in the workplace.

Benefits include a generous base salary commensurate with experience. Healthcare, dental and vision care are available, as well as paid-time-off.

TO APPLY: Please send portfolio, cover letter and resume to careers@aeevents.com

Social Media Assistant

Social Media savvy people, here is a great opportunity to push out content for a woman-owned, Southie-based special events company that creates weddings, high profile parties and corporate events.

• 5-7 hours a week remote

• Work with our creative team and post on Instagram, Tiktok, Mailchimp, Facebook and Linkedin.

• Do research and stay up to date on trends

• Use our photo and video archives to create content

• You will know how to use all the above platforms, have great writing skills, be detail oriented, a problem solver and a team player.

• If you have graphic design/ID/Photoshop, that's a bonus.

• Must be able to show any prior work, for examples—does not have to be for a business

TO APPLY: Please email careers@aeevents.com your resume, portfolio and social platforms.

Event Intern

Current Open Positions: Spring, Summer and Fall 2024:

AE Events sponsors an internship program to provide hands-on experience to aspiring event planners in exchange for college credit. The ideal candidate is pursuing an undergraduate degree, able to receive course credit for the completion of the internship, and enrolled in coursework in hospitality, marketing, communications, or other relevant areas of study. High energy, a self-starter, organized, and meticulous attention to detail are a must! For areas of responsibility, please see the below description.

• Process data entry for company database of clients, vendors, venues, prospects

• Handle event research, including potential event venues, vendors, and other details as needed

• Maintain company inventory, including standard office supplies and event materials

• Assist with internal event preparation, including purchasing and preparing supplies, assembling favors and name tags, and other tasks as assigned

• Maintain online photo library for company

• Assist in preparing materials for event proposals

• Maintain office library of linen samples and print materials

• Create event binders with appropriate tabs for each project

• Maintain venue binder

• Work with staff on office projects as assigned

• Assist with company social media as assigned

• Conduct market research 

• Ensure that all reports and event data files are arranged in an efficient manner to provide smooth access to information

• Assist with execution of mailings and printed materials

• Coordinate details for specific events as assigned, may include the following:

  • File documents in event binder

  • Contact vendors regarding event details

  • Assist with Production Schedule

  • Create event printed materials such as bid sheets, auction descriptions, raffle vouchers,

  • and other pieces as assigned

  • Assist in process to obtain event permits

  • Work with event staff to track payments and invoices

  • Provide on-site support as needed

TO APPLY: Please send a cover letter and resume to courtney@aeevents.com.