Summary
Date Posted: Wednesday, March 30, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
The Event Administrator is responsible for providing a wide range of clerical duties, office administrative duties, project coordination, office maintenance, and accounting support to the Event Department.

Primary Duties & Responsibilities
• Act as primary point of contact for general inquiries via email and telephone and logging of enquiries
• Preparation of initial response to client enquiry and assigning to appropriate team members
• Understand requirements for each event
• Plan event with attention to financial and time constraints
• Book venues and schedule speakers
• Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
• Negotiate with vendors to achieve the most favorable terms
• Hire personnel
• Manage all event operations (preparing venue, invitations etc.)
• Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
• Oversee event happenings and act quickly to resolve problems
• Evaluate event’s success and submit reports
• Preparation and distribution of daily, weekly and monthly reporting
• Coordinate interoffice mail distribution schedule and materials
• Maintenance and reporting of departmental expenses
• Negotiating and selling conferences and events over the telephone
• Chasing up calls and efficiently communicating with customers or clients
• Responsible for inventory management and ordering of materials, supplies and services for Events sales team
• Coordinate with all applicable suppliers to ensure that sales team have items needed for daily operations (e.g. Artisan for Gift Bags/Chocolates, Gift Cards, Marketing Materials, Business Cards)
• Perform general clerical duties including but not limited to photocopying, faxing, mailing, filing and rotation of events department files
• Support management team in assigned project-based work which may include drafting and modifying a variety of documents and/or correspondence as well as performing basic accounting functions
• Assist events coordinators with the execution of event galas by providing required administrative support
• Update and manage calendars and provide reminders for upcoming events
• Provide extensive support in event execution by ensuring that all resources are available to the participants
• Assist in the setting up and tearing down of events, with special focus on timeliness and care of the materials involved
• Interact with staff members and volunteers to ensure that they are provided with the right information to carry out their tasks
• Help and support the marketing team
• Support Events team as required including other duties as assigned and/or required
• To provide an excellent event administrative service for the department; recording event data, preparing letters and other correspondence, and assisting with event planning. This includes creating and implementing effective „thank you‟ strategies.
• Implement systems to record all event data to use for event marketing and planning, including research activity to audit and inform future event decisions.

Physical Requirements*:
• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
• Consistent with its obligations under the law, the Institution will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Working Conditions:
• May require national and continental travel
• Occasional work on evenings and weekends.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
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