Job Title: Event SpecialistJob Description Join our dynamic events team at a financial services software company. You will be primarily responsible for supporting the team's invoicing, purchase order creation, and vendor management. You will manage a $10m annual events budget and provide accounting-related and administrative support for various events. Responsibilities + Coordinate all events accounting, including creating purchase orders, tracking payments, following up with vendors on invoicing issues, and completing cost recap reporting. + Support invoice processing and payment for over 100 invoices per month. + Enter new contracts into the CLM system and report on progress. + Manage vendor relationships and follow up regarding invoice issues. + Oversee all event registration with the Cadence team, including mobile apps. + Provide weekly reporting of all active registration sites and respond to data requests from stakeholders. + Act as the Events liaison for the BD approval process. + Create PowerPoint slides for CSG calls and other presentations. + Assist with Cvent registration site builds by providing assets, testing, and working with vendors. + Assist with survey development and reporting. + Create event campaigns in Salesforce, update with links and relevant documents. + Assist with Salesforce registration integration and validation. + Manage the Events email box by responding or forwarding to appropriate team members. + Learn to build and operate webinars using external platforms. + Assist in logistical work such as sponsor tracking, master tracker updates, and collateral ordering. + Assist with home office on-site meetings and events. + Travel and work on-site for select in-person meetings as needed. + Manage multiple projects with tight deadlines, demonstrating flexibility in a fast-paced environment. + Develop technology plans and strategies to support event planning and execution. + Design, test, and proof all registration website builds. + Lead the development and deployment of mobile apps, ensuring accuracy and debugging. + Collaborate with the CSG Tech Team to implement technology solutions. + Manage vendor relationships related to event and webinar technology solutions. + Develop and maintain training materials related to event and webinar technology platforms. + Monitor event and webinar technology performance and troubleshoot issues. + Analyze event technology data to identify opportunities for improvement. + Maintain and implement branding for event and webinar registration and client journey. + Handle collateral and badge orders with vendors. + Update event calendar. + Manage all sign cases and other materials in the Concord office. + Communicate relevant event property and logistic details to internal constituents in a timely manner. + Seek feedback from internal partners to improve event outcomes over time. + Assist in logistical and on-site work associated with select in-person meetings and events. + Manage multiple projects with tight deadlines, demonstrating flexibility in a fast-paced environment. Essential Skills + 3+ years of accounts payable and administrative experience in a corporate setting. + Proficiency in Microsoft Office, especially Excel and PowerPoint. + Experience with invoices and purchase orders. Additional Skills & Qualifications + Strong vendor management and communication skills. + Event planning, coordination, and management experience. + Knowledge of Excel pivot tables and VLOOKUP. + Experience with invoice entry, resolution, and vendor relationship management. Work Environment This position follows a hybrid schedule with on-site work required from Tuesday to Thursday and remote work from home on Mondays and Fridays. The role involves using various technologies and platforms, including Salesforce, Cvent, and external webinar platforms. Flexibility and the ability to manage multiple projects with tight deadlines in a fast-paced environment are essential. Pay and Benefits The pay range for this position is $30.00 - $35.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision• Critical Illness, Accident, and Hospital• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available• Life Insurance (Voluntary Life & AD&D for the employee and dependents)• Short and long-term disability• Health Spending Account (HSA)• Transportation benefits• Employee Assistance Program• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a hybrid position in Concord,CA. Application Deadline This position is anticipated to close on Feb 14, 2025. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through: + Hiring diverse talent + Maintaining an inclusive environment through persistent self-reflection + Building a culture of care, engagement, and recognition with clear outcomes + Ensuring growth opportunities for our people The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.