Assistant, Marketing and Event Operations -- BIO

Biotechnology Industry Organization 1201 Maryland Ave, S.W., Suite 900 Washington, D.C. 20024 JOB DESCRIPTION Position Title: Assistant, Marketing and Event Operations Department: Business development Reports to: Jennifer Welch, Managing Director, Marketing & Event Operations Primary Purpose of the Position: The primary purpose of this position is to provide administrative support to the marketing and operations teams within the business development department. Responsibilities: 1. Coordinate the processing and tracking of vendor contracts, invoices, check requests and updating of the general ledgers. 2. Accurately maintain invoicing process for marketing collateral design & production-related expenditures in a timely manner. 3. Support the design, execution, analysis of post-conference surveys. 4. Support Marketing and Operations teams to assist in the development, review, and execution of marketing and logistical signage for business development and investor events. 5. Serve as the point of contact for event-related production items. Includes pricing estimates and samples, approvals, timeline, ordering process and vendor fulfillment. 6. Support BIO Convention in China travel visa requests including drafting letter of invitation to facilitate a business travel visa to China and sending weekly reports to management. 7. Prepare and submit expense reimbursement forms as directed. 8. Support event operations in various capacities including coordinating conference shipping, off-site venue/restaurant needs (check availability, pricing, etc), new vendor research, menu selection, assisting with printing of materials, binder assembly and flash drive uploads for courses, etc. 9. Support customer service in various capacities including responding to general inquiries, de-duping lists, printing and review of printed badges, etc. 10. Serve as a Relationship Manager and support customer service for key events. 11. Support staff travel cost/fare research and coordinate staff travel. 12. Other projects as assigned by department. Requirements: B.A. or B.S. degree—science or marketing concentrations a plus 2 years of experience in administrative support. Knowledge and Skills Required: • The candidate must have the ability to assume responsibilities with minimal direction or supervision, to exercise good judgment in making decisions within the scope of the position’s requirements. • The candidate must have strong organizational skills, a high penchant for detail-oriented work and possess exceptional initiative and judgment. • The candidate must have the ability to execute projects under tight timelines within varying time zones (Europe and Asia). • The candidate must have strong written and verbal communication skills and a strong attention to detail. • The candidate must be dependable, punctual and a team player. • The candidate must have a working familiarity of Outlook, Excel, Web publishing tools and Web based research. • The candidate must have experience planning, organizing and prioritizing administrative tasks.