Office Administrator/ Event Planner in Wilmington, Delaware

The Committee of 100

The Committee of 100 is a business organization that promotes responsible economic development and addresses issues which affect Delaware’s economic health. Membership includes both small and large businesses, firms, and organizations representing a diverse range of professions including banking, law, engineering, architecture, advertising, accounting, development, insurance, construction, printing, transportation, real estate, utilities, medical institutions, and retail.

The Committee of 100’s mission is to keep Delaware’s economy healthy. A healthy economy not only benefits member businesses, but also, enables the community to more effectively address quality-of-life issues such as education, the environment, health care, public safety, housing, transportation, recreation, the arts, and social services. The committee of 100 has, since 1967, monitored the City, County, and State to bring expertise and a balanced perspective to address issues which could impact Delaware’s economic health and quality of life.

Office Administrator/Event Planner Position

The Committee of 100 is seeking a person with excellent organizational, administrative, and writing skills, event planning experience, and technology expertise to serve as Office Administrator/Event Planner. The Office Administrator/Event Planner will support and report to the Executive Director.

Office Administrator Duties

As Office Administrator, this person will be responsible for the management of the office and support of the Executive Director. Responsibilities include monitoring the work of the Administrative Assistant; writing letters, minutes, and reports; reviewing records, including membership, financial, and administrative data; negotiating vendor contracts; managing office equipment and systems, printed materials and the website, the Scholarship process and sponsorship programs.

Event Planner Duties

As Event Planner, this person will be responsible for providing office management of the Annual Dinner Auction, including meeting with and supporting the Dinner Auction Committee; monitoring records; writing letters; workgin with vendors; managing printed materials and the PowerPoint presentation; identifying, obtaining, tracking, storing, and delivering items; managing the setup, event, and followup. The Event Planner will also be responsible for identifying and managing additional fund-raising events.

Candidate Requirements

The Office Administrator/Event Planner must possess excellent organizational, administrative, and writing skills; event-planning experience; and technical expertise, including knowledge of WordPerfect, Word, Excel, and the ability to quickly learn and become adept at utilizing new software applications and new technology. Knowledge of QuickBooks and PowerPoint a plus. As the Committee of 100 is a membership organization, the Office Administrator/Event Planner must interact well with people.

If you are interested in this position, please contact:

The Committee of 100
704 King Street
Suite 512
P.O Box 512
Wilmington, Delaware 19899
Phone: 302-654-6115
Fax: 302-654-1556
http://www.committeeof100.com/

Internship with GEP Philly

About GEP Philly:

At GEP Philly, we specialize in the design and management of group events. Our services include airport meet & greet, group tours, spouse programs, entertainment, themed receptions and dinners, team building programs and complete VIP services for corporations, associations, incentive travel and non-profit institutions. We operate out of our headquarters location in the heart of Center City Philadelphia, and maintain two satellite on-site offices at the Philadelphia Marriott Downtown Hotel and Loews Philadelphia Hotel.

As a professional DMC and member of ADME - the Association of Destination Management Executives - we possess extensive local knowledge and resources, and are experts in the venues and services available for group activities. We partner with our clients to achieve their business objectives by incorporating the most exciting locations and elements that reflect the distinct character of Philadelphia.

Primary Objective of Position:
Support the GEP Philly team by providing assistance in the areas of sales, project development, operations and administration to gain a better understanding of what a Destination Management Company does.

Sales:
- Assist sales department with marketing campaigns – addressing gifts to recipients, deliver gifts to hotels
- Assist sales team for site visits. Order vehicle, script out timeline and venue information
- Research companies/conventions for leads
- Help package and prepare Fed Ex proposals
- Help sales reps in hotels with projects
- Updating databases and maintain lists for holiday cards
- Re-stock give-away items
- Assist with PDF’ing word files for clients

Project Development:
- Assist in securing space and services for client proposals
- Research new products, venues, themes and ideas for proposals
- Data entry into ACT! & WebDMC systems for current vendors and clients
- Custom label CD’s for popular entertainment options we send to clients
- Assist in the creation of GEP presentations, including Award Submissions and Special proposals for clients

Operations:
- Organize the internal tabs and information for the part time staff binders
- Assist Operations Managers with organizing part time staff uniforms, nametags, signage and binders prior to a program
- Updating Part time Staff Contact Information in Database
- Re-stock client gift items such as coffee mugs, gift cards, etc.
- Assist with reserving Part Time Staff for specific dates and times
- Running program related errands (picking up rental cell phones, uniforms at dry cleaners, printed materials, etc.)
- Assist with packaging and shipping of Client Thank you gifts
- Shadow Ops Manager on larger programs when necessary


Administration/General:
- Ladies in the Biz—coordinate a meeting and location, negotiate specials, send out evite list, etc for one evening event
- Administrative duties including ordering office supplies, filing, copying, faxing, data entry, mailing and running errands.
- Organize part-time staff refresh meetings (organize, maintain RSVP list, get food, nametags)
- Help track vendor referrals
- Organize back closet; order shelves, hooks, etc to display
- Assist administration manager with issues with telephones, cell phones, fax machine, Xerox machine, computer problems, printers, email

If you are interested in this position, please contact:

Tricia Kornutik
Finance & Administration Manager
GEP Philly
The Phoenix Building
1600 Arch Street ~ Suite 200
Philadelphia, PA 19103
Tel:267-514-2626
Fax:267-514-2728
Email: tkornutik@gepphilly.com
www.gepphilly.com

Convention Coordinator - Summer Intern Position

The National Association of Insurance and Financial Advisors (NAIFA) seeks a college student for the summer in preparation for the annual convention.

Compensation is $12.00 per hour.

The non-profit membership organization offers an excellent opportunity to gain experience in event planning and conference management. Duties may include registration, event orders, credentials and other duties as they arise. This position will work with the meetings department and be involved in many aspects of the planning and coordination process for our annual convention of approximately 2,500 attendees.

The position will be part-time from late May through June 30th for 15 – 20 hours a week. The position will continue on a fulltime basis (37.5 hours per week) from July to mid- August. Start/end dates and work schedules are flexible.

Responsibilities include:

1) Routine tasks (50%)
o Assist with registration convention inquiries, works with Member Records and Member Service Center on registration, answering and responding registration phone and email inquires; registration troubleshooting.
o Enters data into database for credentials and flag ceremony, assists in organizing notebooks and information.

2) Event planning (50%)
o Assists with banquet event orders, including food and beverage, audio visual, room setups etc for opening reception, exhibit hall events, NAIFA internal events, and other convention functions.
o Provide photocopy, fax, and email support

Qualifications:

The right individual is someone who has good communication and writing skills; is detailed oriented; has good computer skills; ability to handle multiple tasks simultaneously, excellent customer service skills. Familiarity with the Microsoft Office Suite including Word, Excel, Outlook, and Access. Students with major in hospitality/hotel or interest preferred.

Process:
Send a cover letter and resume to recruiter@naifa.org. Please include: your start date and approximate end date. State “Convention Coordinator - Summer Position” in the subject line of the email. No phone calls please.
o Job location is Falls Church, VA (metro accessible)
o Compensation: $12.00 per hour
o This is at a non-profit organization
o This is an temporary job
o Please, no phone calls about this job

Internship with Destination Management Company!

Roberts Event Group knows how to gauge and stage an event, is flexible enough to manage one element or the entire program, work up front or behind the scenes. Planners feel at ease with the company’s clear communication, team involvement and tireless work ethic. This is a team that works for you, with you, is accessible and responsive, giving you what you want and more - events that come to life, audiences that get inspired and results that get noticed .

Roberts Event Group is a full service corporate events company servicing the tri-state region for over 25 years. We provide services that include Destination Management, Event Production, Incentive Programs and Conference Services.

Internship Program – Coordinator Job Responsibilities

The goal of our Internship program is to educate the selected individual in the many aspects of our industry. We are looking for a highly energetic person who is multi-task oriented.

The right candidate will be exposed to:

Coordination Department

• Talent/vendor confirmation mailings;
• Distribution of entertainment/vendor material for clients to include: audio and video dubbing;
• Talent/vendor research for new services and product;
• Destination Management manifest creation and input;
• Proposal research and writing;
• Talent/vendor negotiations
• Event site selection visits
• Hands-on experience in DMC to include transportation staffing and registration;
• Special event coordination

Administration Department

• Back-up answering the phones and directing calls
• Take new call sheets and distribute
• Make up corporate packets
• Make up social letter packets
• Mail packets
• Copy, distribute and mail contracts
• File single papers into files
• Type and file new contract folders including proposals
• Keep proposal log up to date
• Keep music library filing up to date
• Take direction from Office Administrator for other odd jobs/projects to be completed

Internship would require 3 - 5 days per week and 15 - 40 hours per week. Weekend hours would only be necessary if the candidate is interested in working on an event that falls on the weekend. There is no payment for this internship program; however, additional income may be obtain from working on events for the company.

The office is located by the Jenkintown Train Station.

If interested please contact:

Robert Carachilo
Director of Operations
robertseventgroup.com
215.887.7880 (w)

Meetings Coordinator Position with ASTM!

ASTM International is one of the largest voluntary standards development organizations in the world-a trusted source for technical standards for materials, products, systems, and services. Known for their high technical quality and market relevancy, ASTM International standards have an important role in the information infrastructure that guides design, manufacturing and trade in the global economy.

SUMMARY OF POSITION:
The Meetings Coordinator reports to the Director, assists all Meetings Managers and provides back up support to the Administrative Assistant.

The Meetings Coordinator provides support facilitating arrangements for in-house meetings and events, Technical and Professional Training (TPT’s), independent meetings, committee weeks and departmental projects and activities. This position interacts with most departments within ASTM, committee meeting attendees and will conduct business arrangements with meetings related vendors.

RESPONSIBILITIES:
Lead administrator for the Meetings Application: set up independent meeting notices in HTML and pre-registration data for ASTM website, run reports, and manage the registration for all meetings. This will require troubleshooting with our web administrator, I/T project manager and manage and track a list of enhancements. Meetings Coordinator must communicate all changes and updates to meetings staff, Technical Committee Operations (TCO) administrative assistants (AA’s), and other users.

Administrator for Meetings Equipment: Maintenance of equipment (LCD’s, teleconference phones, computers, printers, badge printers, credit card machines receipt printers etc.), replacing and upgrading inventory, distribution and resolution of conflicts pertaining to the inventory for in-house meetings, independent and committee week. The Meetings Coordinator will order/rent additional equipment as needed with outside vendors. This position will be responsible for testing equipment prior to committee week meetings and checking the condition when returned.

Responsibility for creating and maintaining Request for Proposals (RFP’s) for all independent and committee week meetings. This involves determining realistic room blocks, meeting space requirements, and special activities for each meeting. Committee meeting profiles to be managed and conflicts resolved with staff managers. The Meetings Coordinator will compile all pertinent information that hotels require to submit a legitimate proposal to host ASTM meetings.

Coordination of Independent Meetings to Include:
· Review RFP’s to see if critical information has been included and resolve items not addressed
· Prepare meeting contracts for manager’s signature
· Reviewing meeting schedules against space contracted and resolving conflicts with the hotel.
· Contract with hotel or vendor to order meetings related equipment and/or services, and make appropriate revisions to the original contract
· Review hotel BEO’s (Banquet Event Orders) and sign off on arrangements or bring to manager’s attention if there are financial issues that need resolution, or unusual committee requests.
· Follow up on all meetings – hotel bill, final pick up, final data entry into meetings application, and distribute statistics to meetings and staff managers with recommendations for any appropriate revisions to committee meeting profile or committee meeting RFP.

Coordination of Committee Week Meetings to Include:
· Review all submitted schedules against the committee meeting profile and bring any conflicts to meetings and staff manager’s attention.
· Review and proofread with meeting managers the charts, schedules, BEO’s, LCD schedule, A/V requirements, signage, welcome letters, receipts, meeting notices and all miscellaneous handouts and email blasts.
· Manage VIP reservations to make sure Board and Officers are housed in the main meeting hotel by reserving a special block of rooms for this purpose. Review lists of reservations from overflow hotels to determine if managers need to handle special requests.
· Work with hotel convention services to obtain room names, discuss changes and room pick ups and other meeting issues.
· Manage the shipment of meeting materials to hotel. This includes coordinating shipping deadline dates with staff, packing, working with shipping company, coordinating delivery with hotel, and responsibility for inventory of supplies. The Meetings Coordinator will also be responsible for coordinating the return shipment and restocking supplies.
· Occasional on-site meetings support and/or as an emergency back up to manager or traveling AA.

Coordination of In-House Meetings to Include:
· Posting the in-house schedule on lobby monitor
· Preparing the in-house schedule of meetings
· Prepare and post door signs
· Back-up the meetings manager on all in-house activities including assigning meeting space, working with building and grounds for special set-ups, order food functions and monitor the in-house meeting activities, arrange transportation, provide up to date general meeting handouts, handle all meeting room requests and maintain the appearance of the registration area.
· Work and network with local hotels and restaurants.

Assist Director in special projects

Back up the department’s administrative assistant.

Handle basic office duties such as typing, answering phone inquiries, tracking bills and payments, distribution of mail, send email blasts, web site updates, etc.

QUALIFICATIONS:
Good organizational skills, team spirit, cooperative attitude and flexibility are essential

Effective communication and rapport with staff, hotel and meeting vendors, and also committee members and meeting attendees

Acute awareness and follow-through of details and deadline dates

Accurate typing (40wpm) with knowledge of a word processing package and working knowledge to use a relational database is helpful

Skills to type in HTML, or the willingness to learn

This position requires a high school diploma and a couple of years of meetings related or general office experience is helpful.

If you are interested in more information and applying for this position, please send your resume and cover letter to:

Betty Schultz
Director of Meetings ASTM International
Phone: 610-832-9701
Fax: 610-832-9669
Email: bschultz@astm.org file://www.astm.org/

Sales and Marketing Internship with the Crowne Plaza

Sales and Marketing Internship Available for the Summer of 2007 or the Fall of 2007!!

Selected intern will assist the sales and marketing associates with:

• Site tours,
• Presentations,
• shadowing in all segments,
• Administratively distributing business leads,
• Creation of proposals,
• Follow-up with clients,
• Telemarketing,
• Internet research,
• Etc.

Internship will comprise of 3-5 working days per week for a total of 20- 40 hours per week. No weekend hours are anticipated at this time. Salary will be negotiable dependent upon experience and number of hours. This will be a paid position :)

We are also looking and willing to work with students who have interests within other departments of our hotel including Food and Beverage and Event Planning. Our hotel will be under renovation and launching public relations and direct marketing by end of year, so it is an exciting time with many things to accomplish!

If interested please contact:

Annette Aramini
Crowne Plaza Philadelphia
1800 Market St
Philadelphia, PA 19103
Phone: 215-561-7500
Email: Annette.Aramini@ihg.com

Destination Management Company Internship!

Roberts Event Group is a full service corporate events company servicing the tri-state region for over 25 years. We provide services that include Destination Management, Event Production, Incentive Programs and Conference Services.
________________________________________
Internship Program – Coordinator Job Responsibilities
The goal of our Internship program is to educate the selected individual in the many aspects of our industry. We are looking for a highly energetic person who is multi-task oriented.

The right candidate will be exposed to:

Coordination Department

• Talent/vendor confirmation mailings;
• Distribution of entertainment/vendor material for clients to include audio and video dubbing;
• Talent/vendor research for new services and product;
• Destination Management manifest creation and input;
• Proposal research and writing;
• Talent/vendor negotiations
• Event site selection visits
• Hands-on experience in DMC to include transportation staffing and registration;
• Special event coordination

Administration Department

• Back-up answering the phones and directing calls;
• Take new call sheets and distribute;
• Make up corporate packets;
• Make up social letter packets;
• Mail packets;
• Copy, distribute and mail contracts;
• File single papers into files;
• Type and file new contract folders including proposals;
• Keep proposal log up to date;
• Keep music library filing up to date;
• Take direction from Office Administrator for other odd jobs/projects to be completed

Monthly Tasks / Goals

Due to the fast paced nature of Roberts Event Group, duties and responsibilities will be ever changing. It will take approximately 2 weeks before a full time intern becomes acclimated with procedures. With increased comfort level and abilities, projects will be modified and added.

General Office Duties to include (20%)
o Filing
o Formatting and updating vendor files
o Music library

Assisting in proposal writing (15%)
o While not expected to create proposals, the intern will assist in retyping information gathered by vendors, assisting with Event Coordinators

Tour Registration (25%)

Research (15%)


On Site Coordination / Staff (25%)
o As an intern with REG, you will have many opportunities to join REG staff on event sites and meetings to help her better understand the projects being produced.

To apply please contact:

Robert Carachilo
Director of Operations
491 Old York Road
Suite 300
Jenkintown, PA 19046
Phone: (215) 887-7880
Email: rob@robertsevents.com

Website: http://www.robertseventgroup.com/index.html

The Radisson Hotel in Valley Forge is currently seeking interns for many hospitality positions including:

• Human Resources
• Front Desk
• Food and Beverage

The desired availability is extremely flexible, and positions are available year round! Weekend hours are available.

Pay and Hours vary depending on the department.

If interested please contact:

Diane Torres
Director of Human Resources
Radisson Hotel Valley Forge
Phone: 610-354-8214
Email: torresd@gfhotels.com

Trade Show Training Unique Internship!

UNIQUE INTERNSHIP
Do you want an internship that stretches your abilities? Do you want to do more than you know? Or think you can do? Get thrown to the wolves to test your abilities? Come out with a sterling record and perhaps continue into a real job with the same company?


NOTE – This is open to Juniors, Seniors, Graduate Students. Prior experience is helpful but not necessary – the desire to succeed is most important. Age is not a factor – but your ability and willingness to learn is important. Will consider two interns at the same time – just give me a reason. It is possible to work remotely from home or from Richmond, Virginia!


DESCRIPTION
Trade Show Training, inc. is a Richmond-VA-based firm that conducts national seminars – Camp Sho-M-Sel-M - and consults with corporate clients. Plus, TSTi has an online course, newsletter and correspondence with an international audience.


REQUIREMENTS
- Excellent spelling, grammar and writing skills
- Strong Internet skills, PowerPoint and presentation programs
- Clear speaking voice
- Able to follow directions + give accurate information + willingness to learn
- Must have mature attitude, be a self-starter, require little supervision


DUTIES
The Mundane Stuff
-Online and other correspondence - monitor and answer per instructions
-Online site - monitor and change as needed per instructions
-Take accurate messages and forward as needed
-Update the online and paper mailing lists
-Handle outgoing mailings
-Coordinate with me when I’m on the road


The Medium Stuff
-Write releases. Post internationally and keep track of them
-Assist with TSTi online Newsletter
-Assist with preparation of TSTi seminars
-Meeting planning details – hotel, facilities, speakers - selection, contracts
-Attend a trade show – i.e. - Trade Show Exhibitors Assoc show in DC


The Extra and Continuing Stuff
-Write articles and opinion pieces for online distribution
-Write and distribute TSTi Newsletter articles
-Optional - Present at TSTi seminars
-Optional - Get a real job with TSTi


PAY
Sorry - this is an experience internship from May through August,
2007. No pay but a bonus for Camp attendees who register through your efforts. If you continue beyond the internship, pay will
be negotiated.


OPTIONAL BONUS
#1 - Reduced housing costs. Stay in my house. Take care of business. Take care of the cat.
#2 – An internship can be structured so you do this remotely via Internet


REQUIREMENTS
-Must be absolutely trustworthy
-Must be Internet-savvy and protective of the TSTi brand
-Must not smoke – anything
-Must be drug-free
-Must be willing to work hard
-Must have an entrepreneurial inclination


To Apply
1. Step 1 - A letter of interest via e-mail. Do not send attachments. Please tell me why you are interested in this internship.
2. Step 2 – If selected, you will be asked to send samples of writing and a full resume including references.


Contact:
Julia O’Connor
Julia@TradeShowTraining.com
PO Box 17155 – Richmond VA 23226
804-270-3000
http://www.TradeShowTraining.com

Meeting Planning Internship with Talley Management

Talley Management Group, Inc is currently seeking an intern to assist the meeting planning department for the summer of 2007!

The intern will be needed for 3 or more days each week for at least 22.5 hours each week. Weekend hours will not be necessary.

The principal duties of the intern are as follows:

Administrative

1. Under the direction of the Meeting Coordinators, the intern will be responsible for the following duties for assigned accounts:

• Assist with creating databases, merging and mailing of speaker/facultyconfirmation letters and tracking of responses
  
• Assist in compiling documentation and preparation of Accreditation applications when appropriate
  
• Assist with printing and distribution of staging guides/set-up books
  
• Assist with promotional piece fulfillment
  
• Type copy for brochures, programs, and other printed matter
  
• Proofread text for printed materials
  

2. Compose correspondence in response to general inquiries
3. Responsible for preparation and inventory of shipments of meeting supply kits and program materials shipped to conference site
4. Communicate directly with clients in absence of Meeting Coordinators
5. Responsible for taking of Team Meeting minutes when a Meetings only client.

Secretarial

1. Type and proof correspondence as assigned for respective accounts
2. File correspondence and maintain files in an organized manner for easy retrieval
3. Process incoming and outgoing mail including faxes (read, date stamp and distribute mail including follow-up, as needed)
4. Answer department telephones, route calls and handle requests for general information
5. Photocopy and scan
6. Perform all other duties as assigned

Other:

Intern must possess excellent organizational skills; perform job duties diligently; work effectively with all TMG staff; prioritize assignment and meet deadlines; have strong oral and written communication skills. Be proficient in Word, Excel, and PowerPoint, be familiar with Access and learn new software programs as appropriate. Be able to work overtime upon request. Maintain supportive and collaborative working relationship with all TMG staff.

If you would like to apply for this internship please contact:

Heather Ludwick
Meetings Coordinator
Talley Management Group, Inc.
19 Mantua Road
Mt. Royal, NJ 08061-1006
Phone: (856) 423-7222 ext 223
Fax: (856) 423-3420
Email: hludwick@talley.com


About Talley Management Group Inc:

TALLEY MANAGEMENT GROUP, INC. is an association and event management company. Our business philosophy is based on integrity and respect.

Our primary goal is to help each client organization be as successful as possible either by bringing the latest association, convention and exposition management industry trends and information to their benefit or by working with them to establish and achieve their strategic objectives.

WWW.TALLEY.COM