DESIGN ASSISTANT

POSITION SUMMARY

In this position, the Design Assistant supports the creative team with providing our clients exemplary design services. They work side-by-side with Designers to manage and produce events from conception through completion while providing high-touch customer service. They are versatile task managers, cater to all senses, and are continually learning all aspects of the event landscape with a desire to grow within the company.

Responsibilities of our Design Assistant includes but are not limited to:

THE HIVE

  • Ensure that Company standards are being met and that policies and procedures are being followed

  • Participate in creative growth + financial success on each event

  • Attend one-on-one meetings with managers, to share information about workload, successes, and challenges

  • Attend internal planning meetings as needed and actively provides information for event preparation

SALES/NETWORKING

  • Represent The Hive brand at event networking functions to gain awareness about industry and to nurture client and industry partner relationships

  • Support company efforts in sponsored events, speaking engagements, networking events, and/or other opportunities as requested

  • Represent and effectively communicate The Hive brand through engaging tours for potential and existing clients alongside Designers

CLIENT MANAGEMENT

  • Support Designers with day-to-day client communication regarding:

  • Professional and thoughtful email & phone exchange with clients as needed

  • Client conference calls

  • Internal pre-con meetings to track progress for all events

  • Serve as a resource for clients on our products and services

  • Build and manage client agreement and payment processes for each event under Designer direction

  • Field incoming sales inquires and phone calls, gathering information and passing to design team effectively

EVENT DESIGN & LOGISTICS

  • Strive to gain a deep understanding of the event landscape and how our part plays into the overall project

  • Assist designers with elements of design proposal creation as directed

  • Build quotations and orders in inventory software for assigned events

  • Attend client and venue inspections with or on behalf of the design team

  • Gather extensive knowledge of venue logistics during site visits to support functional design choices and identify logistical challenges

  • Provide logistical support to design team with a greater understanding of event logistics, including labor and truck needs

  • Participate actively in creative problem solving for any design or logistical questions

  • Prepare floor plans for client, vendor partners, and internal team as requested

  • Assist with event turnover process to ensure all accurate information is shared with appropriate teams

  • Attend weekly Production Meetings and actively provide information as necessary to ensure a seamless transfer of information from sales to service 

FINANCIAL MANAGEMENT & PROFITABILITY

  • Enter all invoices into QuickBooks and actively monitor payment processes for all assigned events

  • Work with vendor partners to obtain accurate quotes and creatively reduce these costs where applicable

  • Assist with identifying means of increasing event profit margins by decreasing event costs and increasing revenue

  • Report credit card expenses in a timely manner to accounting team

ONSITE EVENT MANAGEMENT

  • Manage communication between creative and production teams during onsite installations

  • Direct event leads and supervisors as needed to ensure timelines and expectations are met efficiently

  • Serve as client liaison in absence of Designer during events

  • Manage subcontracted vendors from start through completion of event installations

  • Communicate with all involved parties of event sets professionally and effectively

OTHER

  • Assist Production Team with objectives where requested

  • Other duties as assigned

 

CORE COMPETENCIES

CULTURE

  • Earn the trust and support of all employees by fostering strong relationships. 

  • Must be an example for the Hive philosophy. Living the philosophy and encouraging others to do the same.

  • Responsible for contributing to positive and balanced work/life culture at The Hive.

PERSONAL ATTRIBUTES

  • Must possess integrity, grit, and compassion.

  • Must enjoy and appreciate the business of service and hospitality.

  • Have talent for learning about others and defining their needs.

  • Kind and courteous to clients, co-workers, vendors partners and staff, even when direct messages need to be conveyed.  Leading with grace is a number one priority.

  • Confident with a natural ability to make others feel welcome and cared for.

  • Proactive, approachable, able to inspire confidence and enthusiasm.

  • Creative and innovative thinker, always willing to offer new suggestions and ideas.

  • Organized & efficient with impeccable time management skills.

  • Works well under pressure and understands a sense of urgency.

  • Prefers and understands working in a small entrepreneurial environment poised for growth.

  • Takes ownership of their role, working autonomously, while maintaining a collaborative spirit in a team environment

QUALIFICATIONS

  • Associates or bachelor’s degree in business or other related field preferred

  • 3+ years of event industry or hospitality experience required

  • 2+ years of customer service in a management role

  • Experience with inventory software is a plus

  • Maintain high levels of communication and transparency with management, cross-functional teams, and business partners

  • Strong organizational skills and ability to manage time effectively in a fast-paced environment

  • Ability to read, analyze and interpret client proposal requirements, contracts, financial reports and other legal documents

  • Self-starter who can effortlessly manage a wide range of tasks and objectives

  • Must have a flexible schedule which may include nights, holidays, and weekends

  • Must be able to provide proof of eligibility to work in the U.S.

  • Clean MVR

 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

While performing the duties of this job, the employee is regularly required to talk or hear. This position will work remotely and in a combined office/warehouse environment including both indoor in climate-controlled environments and outdoors in non-climate-controlled environments. Must be able to stand and move event materials up to 40% of the time. The employee will lift and/or move up to 50 pounds with assistance. Specific vision abilities required by this job include close vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.