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
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