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Assistant, Events and Conferences



New York, NY, USA
Posted on Wednesday, November 15, 2023

Job Description:


As an Event Assistant, you will play a key role in supporting the planning and execution of our exciting events. This is a fantastic opportunity for someone who is passionate about the event industry and thrives in a fast-paced and dynamic environment. Supports Corporate Events and Internal Event Services teams with various duties to ensure all details and logistics for conventions, meetings and special events are handled in a timely and efficient manner. Supports SVP of Corporate Marketing with various administrative responsibilities


SVP Support

  • Provides Admin support to SVP of Corporate Marketing as needed. Various duties include managing expense reports, organizing large internal meetings, etc.

  • Assist in preparing various documents and materials for SVP. Microsoft PowerPoint and Excel skills required.

Corporate Events

  • Work closely with Corporate Marketing Director/Managers and various marketing teams within BU’s to confirm trade show, meetings, and other event details, including housing assignments, shipping, and show services, etc.

  • Manage departmental bookkeeping records for all events

  • Process invoices, check requests, and wire transfers for five divisions including Clifford’s, AV, Event Services, Corporate Marketing and Internal Communications

  • Work closely with financial analyst to ensure all payouts are recorded and accurate.

  • Coordinate and track NYO ship outs for all conferences and events

  • Assist managers with show specific projects (i.e. video loops, PowerPoint presentations, event specifics).

  • Maintains sub-basement inventory and facilitates conventions properties ‘loans’ to divisions.

  • Manage expenses for Director and Sr. Manager.

  • Assist in proofreading corporate-wide event show memos and various event promotional materials. Prepares post show memos including word documents and digital email templates.

  • Assist in event planning for company conference events.

  • Provides on-site support when needed. Some travel required.

Event Services

  • Assist Sr. Event Services manager with special events/ meetings and day to day management of event spaces. (May include:

  • Live events: furniture set-up and breakdown, staffing, creating directional signage

  • Virtual events: Set-up and run virtual events as needed in various platforms including Zoom, StreamYard, and Microsoft Teams)

  • Work with building facilities team on managing maintenance of event spaces (including scheduling repairs, cleaning, servicing, etc)

  • Monitor the Meetings Reservation system to ensure internal and external meetings and events are properly booked

  • Will require working extended hours (early AM and late PM) and weekends

  • Willing to travel and able to lift heavy materials and work to physically set up booths and furniture for in house meetings.

  • Candidate will be required to work onsite a minimum of four days per week.


Scholastic Corporation (NASDAQ: SCHL) is the world's largest publisher and distributor of children's books, a leading provider of core literacy curriculum and professional services, and a producer of educational and entertaining children's media. The Company creates quality books and ebooks, print and technology-based learning programs for pre-K to grade 12, classroom magazines and other products and services that support children's learning both in school and at home. With operations in 14 international offices and exports to 165 countries, Scholastic makes quality, affordable books available to all children around the world through school-based book clubs and book fairs, classroom collections, school and public libraries, retail and online. True to its mission of 100+ years to encourage the personal and intellectual growth of all children beginning with literacy, the Company has earned a reputation as a trusted partner to educators and families. Learn more at www.scholastic.com.

Some benefits that we offer:

• 100% vested of 401(k) Retirement Plan after 5 years employment

• Up to 1M worth of supplemental Life Insurance

• Tuition Reimbursement

• Purchase Scholastic stock at a 15% discount

Thank you for your consideration in choosing Scholastic.


HOW YOU CAN FIT (Qualifications)

  • Detailed-oriented with superior organizational skills and ability to handle many projects simultaneously.

  • Fleixble, outgoing personality; high energy a must!

  • Able to work under strict guidelines and in a fast paced environment.

  • Reliable, independent and thorough worker

  • Highly proficient in Microsoft Word, Excel, and PowerPoint.

  • Experience with Adobe InDesign and Photoshop a plus

  • Willing to travel and able to lift heavy materials and work to physically set up booths and furniture for in house meetings.

  • Ability to work effectively with various people. Flexible and professional demeanor

  • Interest in tradeshow/meeting planning or event marketing industry; Office experience.

Education: Bachelor’s Degree

Time Type:

Full time

Job Type:


Job Family Group:


Location Region/State:

New York

Compensation Range:

Annual Salary: 44,600.00 - 50,000.00

EEO Statement:

Scholastic is an Equal Opportunity Employer. Our policy is clear: there shall be no discrimination on the basis of race, religion, color, sex, pregnancy, national origin, marital status, sexual orientation, gender identity or expression, age, non-disqualifying physical or mental disability, or status as a disabled veteran or Vietnam veteran. Those factors shall not influence the determination of qualifications for a job or other opportunity within the company. Further, all personnel actions (such as compensation, tuition aid, benefits, transfers, promotions, and dismissals, company-sponsored training, social and recreational programs) shall be administered without discrimination.

EEO is the Law Poster

EEO Scholastic Policy Statement

Pay Transparency Provision