Job Description
Academic Summit is seeking an Event Administrator with a high level of creativity and attention to assist in the planning and execution of the department’s virtual and in-person event. 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.
Successful candidates have excellent organizational skills including attention to detail and ability to multitask; time management skills and the ability to prioritize a large volume of tasks. They are self-motivated, enthusiastic and willing to learn new technology. Strong interpersonal skills will be of value including experience building and maintaining relationships with a diverse network of individuals and organizations.
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.