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Senior Events Specialist / Marketing Coordinator

Administration & Clerical

Organized, versatile business professional with a proven track record of success with a broad background in executive assistance, B2B event planning, meetings, trade shows, management, operations support, customer service, and order entry. Strong managerial skills, attention to detail, and collaborative attitude. Thrives working in fast-paced environments with a Solutions-oriented approach. Hands-on expert, skillful in both strategic and tactical methodology.

Manage all aspects of the event planning process for assigned company trade shows, small/mid-sized events, and C-suite confidential meetings, internal Sales meetings, and employee functions, distributor-hosted events, and roadshows across a variety of locations including event agendas, timelines, presentation materials, venue, programs, registration pages, guests and marketing, identifying and resolving problems and ensuring positive executions. 
•	Ensure accuracy and on-brand representation of the company at key industry events.
•	Negotiate with various vendors on services offered and pricing. Finalize contract with venues on room blocks (anything over 15 people), meeting space, A/V, internet, food, and beverage needs for hosted events; manage outside vendors on shipping, logistics, entertainment, and promotional items. 
•	Schedule, manage/lead, and participate in planning meetings regarding the Marketing collateral, objectives, and direction of all assigned projects with Marketing & Creative teams, production, build teams, and third-party vendors in the event planning process simultaneously effectively and efficiently under tight deadlines from the initial stage to final production and delivery. (Company exhibit booth, catalogs, branded Sales shirts, etc)
•	Lead, attend/participate, coordinate and communicate with Managers, Directors, VP’s and President in pre-planning meetings regarding budget planning and processes. Help to create first drafts, communicate changes (needed/done) and updates. Work with Leadership to get approvals and finalize submissions.
•	Manage, update, monitor, and maintain a $3M Cash Marketing Budget by tracking Regional Sales marketing submissions, track all regional event expenses paid by analyzing actuals versus forecasts. 
•	Approve/deny requests to “spend money” within each region. Advising if budgeted, budget line to be used and how much has been allotted for the request. 
•	Manage marketing material giveaway inventory, placing orders with HQ, and verifying receipt of promotional materials; ensure support is provided to sales team members through continuous preparation and coordination with internal stakeholders when shipping promotional and display materials and providing tracking information as needed.
•	Process, submit and track Marketing event expenses and payments by reviewing the accuracy of invoices received, and help to maintain event history and records. Request missing documents as needed from vendors. 
•	Manage marketing assets availability, provide full support to sales team members by maintaining accurate and up-to-date marketing calendars and materials inventory items.
•	Responsible to respond to all Marketing email communications received regarding inquiries from Sales, Customers, and all other departments for Events and Creative teams.
•	Pack, process, and ship all samples, flyers, posters, catalogs, giveaways, and any other marketing collateral.
•	Work on any and all “special projects/assignments” assigned by Executive management.


•	Arranged and scheduled all travel for all company personnel, including the company president/owner and his family. This includes booking rental cars, hotel rooms, and flights, monitoring travel itineraries, and pursuing most cost-effective options.
•	Prepared, audited, and approved all company expense reports.
•	Coordinated 100+ company trade shows per year, acting as the first point of contact, managing all contracts, payments, registration, permits, catering, and accommodations.
•	Responded to all needs and performed administrative duties for the company President/Owner, Director of Finance, and entire Sales Department.


Executive Assistant/Travel & Trade Show Coordinator

•	Supervised sales team of 12 sales representatives, including new hire training, price approvals/overrides, account set up, add/adjust discount rates, draft memos, handled customer calls, emails, and chats as needed, ran and printed sales reports.
•	Supervised E-Com Department team of four, which entailed approval all catalogs, email blasts, web banners, photo editing, website inventory, managing complaints, and participating in the hiring process for prospective employees.
•	Managed employee relations, including conducting year-end reviews for 16 direct reports and administering verbal and written warnings when necessary.
•	Coordinated all company trade shows, acting as first point of contact, and managed, all contracts, payments, registration, permits, catering, travel, and hotel accommodations. Provided direction in the office and onsite.
•	Dealt with different vendors, negotiating cost for services and or equipment and in regards to any trade shows and company events.
•	Received, verified, prioritized, and allocated all orders.
•	Prepared, audited, and approved all company expense reports before submitting for VP approval & payment.
•	Coordinated and followed up with other departments (shipping, warehouse, credit departments) to ensure problem resolution.
•	Assisted in the recruitment process, including posting the job requisition on applicable job boards, monitoring applicant flow, and interviewing candidates.
•	Scheduled all company travel for high-level executives, including booking cars, flights, hotel rooms, working to negotiate the best rates for all aspects of the travel.
•	Ran monthly reports to capture a variety of important company data and statistics, including YTD sales numbers and goals, new accounts opened, and social media statistics.
•	Prepared company memos, agendas, presentation materials, meeting minutes and resolutions for company personnel, accounts, vendors, lawyers, business partners, and more.
•	Responded to any and all requests for personal or business errands, including confidential matters, for the VP or Owner. All administrative tasks given by Owner or VP.


Executive Assistant to VP / Inside Sales Manager/ Travel & Tradeshow Coord.

YOLANDA VILLASENOR is a Senior Events Specialist / Marketing Coordinator at Hikvision USA Inc in Walnut, CA.

YOLANDA VILLASENOR

YOLANDA VILLASENOR

YOLANDA VILLASENOR

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