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Job Description
- Supervise facilities staff and provide hands-on assistance with fulfilling all service requests for the office.
- Oversee outsourced services to provide services for the office.
- Monitor daily conference reservations.
- Oversee operations budget.
- Maintain oversight of budget and contract agreements with service contractors.
- Maintain records regarding vendors, including purchasing.
- Respond appropriately to emergency situations.
- Other duties as assigned.
- Events Coordination
- Plans and coordinates educational activities, seminars, meetings, conferences, vendor events, tours
- Working with internal and external clients to identify the scope of the event.
- Makes recommendations for resolution of problems and works out solution with other participants.
- Resolves scheduling conflicts, and provides recommendations on the various aspects associated with visits, conferences, seminars, or meetings including transportation, lodging, catering, and interpretation/translation requirements.
- Reviews requirements and makes recommendations for planning for proposed event arrangements.
- Coordinating event set up requirements.
- Scheduling space and resources appropriately for events and large meetings.
- Communicate all costs to insure the approved budgets are met for each event.
- Manage and review costs and budgets for all events.
- Adjust work schedule, as needed, to support and attend after-hours or weekend events or meetings.
- Review catering and related food/beverage invoices, and insure proper client/matter codes are provided.
- Other duties as assigned.
Job Requirements
- A bachelor’s degree.
- A minimum of three years in events planning; events coordinator or executive assistant for Executive leadership and/or operations position for a professional service organization or corporation.
- Proficient with MS Office applications (Word, Excel and Outlook) required.
- Excellent communication skills both written and oral required.
- Ability to multi-task in a complex and fast paced work environment.
- Excellent organizational and follow through skills required.
- Financial and budget experience and working with financial data.
- Project management skills.
- Strong customer service abilities.
- The ability to be available during maintenance emergencies and special events/projects as needed.
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