Events Assistant - Olin Business

Position Summary
The Event Assistant is responsible for the coordination and assisting with events booked by school/department.

Job Description

Primary Duties and Responsibilities

Event Planning

• Provides logistical support for program management team, handling events of a more standard nature.
• Selects venue and makes reservations; identifies classroom/meeting space and may arrange for contract, determines appropriate conference facilities based on course requirements; researches and determines most cost effective vehicles to run programs.
• Plans conference logistics (researches alternative conference facilities for residential programs and makes recommendations to management on best venues for executive training; carefully plans conference meals to ensure that the dietary and religious needs of participant are met;  researches and determines the most efficient and cost effective transportation methods for off-site tours, identifies and resolves space and catering issues with conference services staff, secures accommodations for faculty members, and coordinates the security clearance process.
• Coordinates production of course materials, including but not limited to agendas, program policies, programs books, name badges, tent cards, and certificates; determines the most efficient and cost effective method to produce the program books; is responsible for reviewing, identifying  and correcting errors in program materials.
• Under the direction of the Program Manager procures all educational materials and updates slide presentations; researches and determines the most cost effective method to procure educational materials.
• Coordinates program networking vehicles (blackboard, linked-in etc); determines the most effective networking vehicle for each program, resolves technical issues.
• Determines the most effective marketing materials to display based on program content, determines the most efficient method of displaying marketing materials and ensures consistency of branding image for all programs.
•  Supports faculty members and participants to resolve all issues related to program delivery; i.e AV, space, registration, lodging and meals.
• Consolidates and summarizes program evaluation data to produce post program analysis.
• Completes tasks to closeout programs  i.e. submitting invoice and honoraria payment.

Administration & Office Coordination

• Assists BEE Staff with special projects.
• Ensures that faculty biographical information is up to date.
• Drafts and manages correspondence, meeting notes and other materials.
• Organizes and maintains written and electronic files, address/contact listings, and business card files.
• Assists BEE Staff with special projects.
• Develops, updates and maintains participant and key contacts lists in CRM.

Registration & Reporting

• Serves as back-up registrar for the program.
• Knows how to enter registration and other contact data into BEE registration & financial systems, as well as how to retrieve data from the systems.
• Reconciles participant contact and billing information for the billing process.
• Processes credit card payments and sends payment receipts to purchasers.
• Assists customer service associate with confirmation letters.

Working Conditions

While the department is housed in the Danforth University Center, frequent walking both inside and outside, unusual hours and periods of stress are related to this position.

Preferred Qualifications

• Bachelor’s degree.
• Executive assistant experience. 
• Experience with event planning a plus.
• Excellent clerical, organizational and communication skills required.
• Must be attentive to detail, discreet, and dependable.
• Must have the proven ability to exercise good judgment and take initiative.
• Ability to interact professionally and politely with the public and have an excellent phone manner. 
• Must be able to function independently and in close cooperation with others.
• Must be able to coordinate a variety of tasks simultaneously and consistently follow up on details. Knowledge of Microsoft Office and capacity to learn other types of software. 
• Excellent grammar, spelling, proofreading, and editing skills. 
• Experience with database software a plus. o coordinate a variety of tasks simultaneously and consistently follow up on details.
• Knowledge of Microsoft Office and capacity to learn other types of software. 
• Excellent grammar, spelling, proofreading, and editing skills. 
• Experience with database software a plus.

Required Qualifications

High school diploma or equivalent high school certification and one year related experience.

Grade
G06-H

Salary Range
$16.64 - $24.95 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individual’s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.

Scheduled Hours
37.5

Position Summary
The Event Assistant is responsible for the coordination and assisting with events booked by school/department.

Job Description

Primary Duties and Responsibilities

Event Planning

• Provides logistical support for program management team, handling events of a more standard nature.
• Selects venue and makes reservations; identifies classroom/meeting space and may arrange for contract, determines appropriate conference facilities based on course requirements; researches and determines most cost effective vehicles to run programs.
• Plans conference logistics (researches alternative conference facilities for residential programs and makes recommendations to management on best venues for executive training; carefully plans conference meals to ensure that the dietary and religious needs of participant are met;  researches and determines the most efficient and cost effective transportation methods for off-site tours, identifies and resolves space and catering issues with conference services staff, secures accommodations for faculty members, and coordinates the security clearance process.
• Coordinates production of course materials, including but not limited to agendas, program policies, programs books, name badges, tent cards, and certificates; determines the most efficient and cost effective method to produce the program books; is responsible for reviewing, identifying  and correcting errors in program materials.
• Under the direction of the Program Manager procures all educational materials and updates slide presentations; researches and determines the most cost effective method to procure educational materials.
• Coordinates program networking vehicles (blackboard, linked-in etc); determines the most effective networking vehicle for each program, resolves technical issues.
• Determines the most effective marketing materials to display based on program content, determines the most efficient method of displaying marketing materials and ensures consistency of branding image for all programs.
•  Supports faculty members and participants to resolve all issues related to program delivery; i.e AV, space, registration, lodging and meals.
• Consolidates and summarizes program evaluation data to produce post program analysis.
• Completes tasks to closeout programs  i.e. submitting invoice and honoraria payment.

Administration & Office Coordination

• Assists BEE Staff with special projects.
• Ensures that faculty biographical information is up to date.
• Drafts and manages correspondence, meeting notes and other materials.
• Organizes and maintains written and electronic files, address/contact listings, and business card files.
• Assists BEE Staff with special projects.
• Develops, updates and maintains participant and key contacts lists in CRM.

Registration & Reporting

• Serves as back-up registrar for the program.
• Knows how to enter registration and other contact data into BEE registration & financial systems, as well as how to retrieve data from the systems.
• Reconciles participant contact and billing information for the billing process.
• Processes credit card payments and sends payment receipts to purchasers.
• Assists customer service associate with confirmation letters.

Working Conditions

While the department is housed in the Danforth University Center, frequent walking both inside and outside, unusual hours and periods of stress are related to this position.

Preferred Qualifications

• Bachelor’s degree.
• Executive assistant experience. 
• Experience with event planning a plus.
• Excellent clerical, organizational and communication skills required.
• Must be attentive to detail, discreet, and dependable.
• Must have the proven ability to exercise good judgment and take initiative.
• Ability to interact professionally and politely with the public and have an excellent phone manner. 
• Must be able to function independently and in close cooperation with others.
• Must be able to coordinate a variety of tasks simultaneously and consistently follow up on details. Knowledge of Microsoft Office and capacity to learn other types of software. 
• Excellent grammar, spelling, proofreading, and editing skills. 
• Experience with database software a plus. o coordinate a variety of tasks simultaneously and consistently follow up on details.
• Knowledge of Microsoft Office and capacity to learn other types of software. 
• Excellent grammar, spelling, proofreading, and editing skills. 
• Experience with database software a plus.

Required Qualifications

High school diploma or equivalent high school certification and one year related experience.

Grade
G06-H

Salary Range
$16.64 - $24.95 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individual’s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.