Temporary Administrative and Event Coordinator

Job Purpose/Overview

The Event Operations team within the Facilities & Hospitality Department is seeking a skilled temporary Administrative and Event Coordinator. The temporary Administrative and Event Coordinator will work in partnership with the Event Operations team to support student events, seminars, conferences, major events, and other programs for the GSB as well as the University.

The primary role will be to provide general administrative assistance for the department; handle phone calls, emails, and other correspondence relating to events.

This includes administrative support and supporting the design, planning, implementation, and coordination of events, pre-event production tasks, event day support including registration, event floating, among other event specific and administrative tasks.

This is a temporary ongoing role for up to 6-12 months as needed with the possibility of continuing. We expect the individual to work 40 hours per week, based on department need. Some evening and weekend work anticipated, schedule is variable.

Primary Responsibilities

• Serve as a member of the Event Operations team and contribute to a wide variety of functional areas, including decisions, event logistics, hospitality support, client communications, guest/client/faculty support.
• Learn, develop and implement event support practices such as printing name tags/badges, organizing event supplies, preparing event setups, and pre- and post-event administrative support.
• Ability to comfortably and confidently communicate with event guests, speakers, hosts and stakeholders on event days.
  
  

TO BE SUCCESSFUL IN THIS POSITION, YOU WILL BRING:

• Demonstrated success supporting events or extreme willingness to learn.
• Ability to work both independently and as part of a team.
• Takes direction well, and is able to execute per direction in a consistent manner.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive tasks.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills.
• Must be well-organized and detail-oriented.
• Proficient computer skills and demonstrated experience with office software and email applications such as Google Workspace.
• Willingness to learn the department reservation/scheduling system and other applications.
  
  

Requirements

PREFERRED QUALIFICATIONS

• Associates and one year of equivalent experience or combination of education and relevant experience.
  
  

Physical Requirements

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally kneel/crawl, twist/bend/stoo/squat, grasp lightly or grasp firmly, lift/carry/push/pull objects the weigh up to 30lbs (e.g. cardboard boxes with event materials)
• Ability to move from one space to another while pushing/pulling an event dolly cart filled with supplies