ThreeBigDogs, Inc. is a parent company with three subsidiaries: DCIManagement, Big Dog Installations and DCI Fulfillment. Our mission is to provide outstanding service and solutions so that our customers can achieve their goals. For more information, visit threebigdogs.com.
The Account Assistant (DCIManagement) supports the Account Manager in the planning, coordination, administration, and execution of client trade shows, conferences, meetings, and events.
This position is primarily responsible for implementing the tasks and project requirements established by the Account Manager, including show administration, vendor coordination, ordering show services, maintaining project information, tracking deadlines, processing documentation, and assisting with onsite event execution.
The Account Assistant works closely with the Account Manager, internal ThreeBigDogs teams, show contractors, vendors, and other partners to ensure assigned tasks are completed accurately, efficiently, on time, and within established project requirements. The Account Manager maintains primary responsibility for the client relationship, overall project direction, budgets, and account management.
Essential Functions:
Account & Customer Support
- Support the Account Manager in providing exceptional day-to-day service to assigned clients.
- Implement tasks and action items as directed by the Account Manager.
- Gather and organize information needed for new and existing client projects.
- Assist with customer communications, correspondence, reports, and project updates as directed by the Account Manager.
- Follow up with customers, vendors, contractors, and internal team members to obtain information needed to complete assigned tasks.
- Maintain accurate client, event, and project information in company systems and files.
- Track project requirements, deadlines, deliverables, and outstanding action items.
- Alert the Account Manager to potential problems, missed deadlines, unexpected expenses, or other issues requiring attention.
- Coordinate with internal ThreeBigDogs departments to support successful project execution.
- Assist the Account Manager with preparing materials for customer meetings and project reviews.
Trade Show & Event Administration
- Review show prospectuses, exhibitor kits, service manuals, and related event materials.
- Enter show and event information into company project management systems.
- Maintain accurate show dates, deadlines, locations, booth information, contacts, and service requirements.
- Prepare and process booth space orders and related documentation as directed by the Account Manager.
- Assist with invoicing information and vendor payment documentation.
- Order required show services, including:
- Booth furniture and floor covering
- Electrical and internet services
- Material handling, shipping, and freight services
- Cleaning, rigging, and other show services as required
- Coordinate labor calls and installation/dismantle requirements.
- Prepare and submit Exhibitor Appointed Contractor (EAC) forms and related documentation.
- Confirm show service orders and verify that services have been properly scheduled.
- Create and maintain show service order summary sheets.
- Contact show contractors and vendors to obtain order confirmations, receipts, and invoices.
- Assign vendor expenses and invoices to the appropriate job numbers.
- Assist with tracking actual project expenses against approved budgets and report discrepancies to the Account Manager.
- Create and/or update floor plans for customer events for submission with show service orders.
- Maintain organized electronic project files containing orders, confirmations, invoices, shipping documentation, floor plans, correspondence, and other event-related information.
Project Coordination
- Maintain project schedules, task lists, and deadlines.
- Follow up on outstanding project tasks and communicate status to the Account Manager.
- Coordinate shipping, receiving, and logistics information with internal departments and outside vendors.
- Confirm that materials, services, labor, and other project requirements are scheduled according to plan.
- Assist in preparing event-specific documentation, schedules, instructions, and onsite information.
- Help identify missing information or potential project issues before critical deadlines.
- Update project records as changes occur.
- Assist with post-show reconciliation, including collecting invoices and confirming final project expenses.
Experience / Requirements:
- Previous administrative, project coordination, event, trade show, customer service, or related experience preferred.
- Ability to manage multiple assignments and deadlines simultaneously.
- Strong organizational and follow-through skills.
- Excellent attention to detail and accuracy.
- Strong written and verbal communication skills.
- Ability to follow established processes and detailed instructions.
- Comfortable communicating with customers, vendors, contractors, and internal team members.
- Ability to prioritize tasks based on deadlines and Account Manager direction.
- Strong problem-solving and critical-thinking skills.
- Ability to recognize potential problems and escalate them appropriately.
- Proficiency with Microsoft Office and ability to learn company project management and administrative systems.
- Self-motivated and able to work independently while functioning as part of a team.
- Dependable, professional, and able to maintain confidentiality.
- Ability to work effectively in a deadline-driven environment.
- Willingness and ability to travel to trade shows and customer events as required.
Education:
Associate's or Bachelor's Degree in business, communications, hospitality, event management, or a related field preferred; or equivalent combination of education and relevant work experience.
Key Performance Expectations:
- Complete assigned tasks accurately and by established deadlines.
- Maintain complete and accurate project records.
- Proactively follow up on outstanding information and assignments.
- Communicate project status and potential issues promptly to the Account Manager.
- Verify orders and services rather than assuming they have been completed.
- Maintain a high level of attention to detail.
- Provide professional service to customers, vendors, and internal team members.
- Effectively support multiple events and projects simultaneously.
Benefits:
ThreeBigDogs offers the following benefits for this full-time position:
- Great working, team-oriented environment
- Flexible work hours
- Retirement plan
- Paid vacation
- Paid holidays
General Statement
This job description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the position. It is intended to accurately reflect the principal job elements essential for evaluating job performance, employee development, and compensation. The employee may perform other duties and responsibilities as required. The contents of this description imply no contractual obligation and may be changed by the company at any time.
Pay: $17.00 - $18.50 per hour
Benefits:
- Flexible schedule
- Paid time off
- Retirement plan
Work Location: In person
