Are you looking for a fast-paced, exciting environment where you can make an impact? Then look no further. Patrick Henry Creative Promotions, Inc. (PHCP) is expanding and we are looking for a candidate that thrives in an action-oriented, hands-on business environment to join our team. Our ideal candidate will love being creative and project management. 

Job Summary

We are looking for a Meeting & Event Coordinator to organize and assist in planning events and conferences that will make an impact with our target audience and PHCP clients. This role is responsible for, but not limited to, the day-to-day planning and project management of Special Events and interfacing with PHCP Account Service, Brand Marketing, Creative Services, Mixology, Accounting, and Executive team members in a very fast-paced environment. You will ensure events are successful and cost-effective, while paying attention to details and budgets.

Location

Houston, TX (Galleria area)

Types of Events

• Industry receptions

• Incentive trips

• Meetings and Conferences

• Special events surrounding National events (Kentucky Derby, Food & Wine Festivals, etc.)

• Corporate Holiday parties

• Trade shows

• Any other special event opportunities requested

Essential Job Functions

Assist the meeting planners with planning events from start to finish according to requirements, target audience, and objectives with little to no supervision.

Able to assist with any level of event including those of complex nature, large volume, creative and unique experiences, high level of confidentiality, incentive travel, some international scope, etc.

Demonstrations event creativity for unique experiences.

Participate in promotional and new event ideation, generate creative briefs and develop client proposals and presentations

Create relevant sponsorship packages for various events and contact supplier partners to negotiate event sponsorships and participation

Establish event critical path timelines and ensure client, suppliers and account team members are aware of and are working within these timelines, and are meeting established deadlines

Budget creation and ensuring adherence, tracking and reconciliation for assigned event projects

Assist with contract negotiations and booking venues and vendors

Organizing facilities and details such as decor, catering, entertainment, transportation, location, RSVP and invitee lists, equipment, promotional material and prizing, etc.

Coordinate event logistics, including presentation and materials support and pre-and post-event evaluations

Proactively handle any arising issues and troubleshoot any emerging problems on the event day

Utilize Cvent software to create webpages to manage registration, tracking, and reporting

Arrange and manage attendee flights, ground transportation, and itineraries

Maintain proactive, positive, open line communication with sponsors and clients to ensure understanding of expectations and satisfaction

Work with the client on content creation, collateral and swag creation

On-site duties include ensuring proper set-up and signage, registration coordination, AV testing, client management, time management, and supplier products

Day-to-day interface with clients, suppliers and brand marketing account team members as needed

Assist Assistant Director of Special Events to streamline tasks and processes as it relates to meetings and events

Minimum Requirements/Essential Abilities

• No less than three years’ experience planning events with little supervision.

• Must have proven experience as an event coordinator, experience in professional wedding planning or non-profit special events.

• Proficient in Microsoft Office (PowerPoint, Excel, Word, Outlook), user experience with Cvent is an asset.

• Prioritize and manage multiple projects simultaneously and follow through on assignments in a timely manner.

• Work under pressure and short time constraints with changing priorities

• Create and manage budgets for assigned events and raise supplier sponsorship to fund events

• Responsible for site research and selection, negotiate and book hotels and other vendor contracts

• Create and prepare name tags, materials, agendas, gift bags, registrations lists, etc.

• Create and monitor Cvent registration websites.

• Strong focus on flexibility, ability to multi-task, attention to detail, excellent organizational skills, good follow-up and judgment. Must be able to prioritize.

• Innovative, bring new creative ideas and provide fresh prospective to event designs

• Ability to build and maintain strong relationships with team and clients

• Bachelor’s degree in Marketing, Communications or Hospitality preferred

• Ability to travel 10%-20%, with some nights and weekends.

• Ability to lift boxes

It’s a fine line, a sweet spot and in some cases, a complete glitch! But we at PHCP are always searching for that perfect mix of beverage operations experience and marketing savvy. If you have worked in the fast-paced food and beverage/hospitality world and have a genuine knack for marketing, you may be the person we need. You say you have a way with words, are highly creative and can pinpoint the program opportunities in a bar operation in under 5 minutes. We say, send us your resume! Must be based in Houston, TX or willing to relocate. Email hello@phcp.com with your resume, references and salary requirements, and tell us why you think you have what it takes to join our award-winning team of experts.

Job Summary

This role is responsible for, but not limited to, assisting in the day-to-day programming and project management of client projects such as compilation and presentation of trend and data research, creative and mixology oversight, supplier and vendor management.

Interfaces directly with PHCP clients and account service team members.

Location

Houston, TX (Galleria area)

Essential Job Functions

Day-to-day interface with PHCP clients and team members.

Participate in and host program strategy, brainstorming sessions and promotional development.

Assist with various project management tasks, from working with designers on art, mixologists on cocktail development, and vendors for numerous outlets of creative production.

Assist in photoshoots, artwork direction, copywriting and production supervision.

Co-manage multiple clients and projects, internally and externally.

Assist in the development of project estimates, write proposals, creative briefs, beverage programming, presentations, client correspondence, etc.

Assist in negotiations with printers, photographers, illustrators and other work related suppliers.

Carries out other duties as assigned.

May include travel.

Minimum Requirements/Essential Abilities

• At least 3 years hospitality experience or food and beverage service experience.

• At least 2 years of related marketing/advertising, agency, beverage distributor and/or project management experience.

• Enthusiasm, passion, and positivity.

• Strong written and verbal communication skills.

• Team player, independent thinker.

• Endless supply of initiative.

• Multi-tasker extraordinaire. Ability to handle multiple assignments on a timely basis with a high degree of accuracy. Able to organize time effectively, forward plan and prioritize tasks

• Creative and able to think on your toes.

• Able to build and maintain strong relationships.

• Customer service oriented with the ability to understand and respond to client and colleague needs and requirements.

• Bachelor’s Degree in Marketing, Communications, Hospitality or Related Field

• Pro-level Microsoft Office User – PowerPoint, Excel and Word

• Ability to meet highest attendance requirements.

• Ability to use personal computer, Microsoft Office products, calculator, etc.

• This role does involve some lifting.