Event Coordinator

Job Responsibilities:

• Manage busy schedules and calendars; multiple meetings with direct reports, colleagues and external partners in various time zones
• • Professionally respond to external partners via phone and email
• • Schedule weekly direct report meetings and other recurring meetings
• • Process purchase orders and invoices for agency expenses and assist with budget details
• • Complete and submit expense reports for executives
• • Communicate with the executives on a daily basis, prioritizing messages and requests that come across the desk
• • Personal tasks including getting lunch when calendar schedule requires
• • Managing a busy schedule for VP, juggling time zones and senior-level stakeholder relationships and needs
• • Scheduling and managing recurring team meetings
• • Arranging travel including air, hotel, ground transportation for VP; submitting and managing VP expenses
• • Prioritizing executive’s schedule based on knowledge of needs & priorities
• • Interact / Collaborate with C-suite executive assistants and teams
• • Provide backup coverage as needed when the department coordinator is out of office

Skills:

• administrative experience
• MS Office -- Outlook, Word, Excel and Power Point, Canva
• researching vendors, researching venues, registration, hotel, food and beverage

Education/Experience:

• Bachelor’s degree required
• • 2+ years administrative experience supporting leaders at the executive level
• • Ability to juggle multiple tasks and projects and tight deadlines
• • Ability to handle changing schedules quickly and efficiently
• • Curious; calm under pressure and rigorous attention to detail
• • Avid team player
• • Ability to flex work schedule based on business need
• • Some travel required, two-three times per year
• • Advanced computer skills in MS Office -- Outlook, Word, Excel and Power Point, Canva
• • Excellent interpersonal skills, which will enable him/her to interact with a range of personalities and styles to establish effective relationships at all levels of the organization