Events Operations Assistant

Events Operations Assistant
Job Number: 26-01301

 
Find your next opportunity in the Financial Services Industry. ECLARO is looking for an Events Operations Assistant for our client in Pensacola, FL.
 
ECLARO's client is one of the largest mutual life insurance companies and provides long-term care insurance, mutual funds and retirement-plan services across the US.  If you’re up to the challenge, then take a chance at this rewarding opportunity!
 
Position Overview:

• Client Investments is seeking a highly organized and detail-oriented Events Operations Assistant to support the Global Events team.
• This role provides administrative and operational support for conferences, client events, and internal meetings.
• Experienced administrative professional who thrives in a fast-paced environment, is proactive, highly organized, and capable of managing multiple priorities while ensuring event logistics and financial processes are executed accurately and efficiently.

 
Responsibilities

• Event Operations & Logistics:
  • Coordinate the shipment of conference booths, event materials, and branded assets by working with warehouse partners and expo teams to ensure timely delivery and return.
  • Order and manage inventory of promotional items, giveaways, and event supplies for conferences and client events.
  • Research venues, private dining rooms, restaurants, and other event-related resources for meetings, client dinners, and small-scale events.
  • Provide administrative support for internal meetings and select client events, assisting with logistics as needed.
• Financial & Administrative Management:
  • Process and track invoices and vendor payments, partnering with the Accounts Payable team to ensure timely processing.
  • Perform corporate credit card reconciliation and expense management.
  • Maintain accurate records of spend tracking and reporting.
  • Support the Head of Global Events with expense reports, and minor travel assistance.
  • Maintain organized event files, contracts, and supporting documentation.
• Travel & Logistics Coordination:
  • Partner with Corporate Travel to coordinate attendee travel logistics.
  • Manage attendee manifests and travel-related documentation.
  • Coordinate travel logistics for internal stakeholders, speakers, and event attendees, as appropriate.
  • Maintain up-to-date event documentation, including guest lists, itineraries, confirmations, and event records.
• General Team Support:
  • Assist with day-to-day administrative activities to support the Global Events department (printing, shipping, ordering, registration pulls).
  • Communicate with internal stakeholders, vendors, and event partners to ensure timely follow-up and coordination.

 
Required Qualifications:

• 3–5+ years of administrative, executive assistant, operations, or corporate events support experience, preferably within a professional services or financial services organization.
• Demonstrated experience managing invoices, expense reporting, travel coordination, and administrative support for meetings or events.
• Exceptional organizational skills with meticulous attention to detail and a commitment to accuracy.
• Proven ability to prioritize multiple projects, manage competing deadlines, and work independently with minimal supervision.
• Strong problem-solving skills and the ability to anticipate needs before they arise.
• Excellent written and verbal communication skills with a professional, client-service mindset.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
• Experience working with expense management, travel, and invoice processing systems is preferred.
• Demonstrated ability to build strong relationships with internal business partners, vendors, and external stakeholders.
• Dependable, resourceful, and adaptable with a positive, team-oriented approach.
• Experience supporting conferences, meetings, or corporate events is strongly preferred.

 
Pay Rate: $40.00/Hour
 
If hired, you will enjoy the following ECLARO Benefits:

• 401k Retirement Savings Plan administered by Merrill Lynch
• Commuter Check Pretax Commuter Benefits
• Eligibility to purchase Medical, Dental & Vision Insurance through ECLARO

 
If interested, you may contact:
Melissa Francisco
Melissa.Francisco@eclaro.com
6468495125
Melissa Francisco | LinkedIn
 
Equal Opportunity Employer: ECLARO values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status, in compliance with all applicable laws.