Administrative And Event Coordinator (H)

Administrative and Event Coordinator 1202732 (H)

A leading University is seeking an Administrative and Event Coordinator. The successful candidate will support the Exec Director of Industry Relations and the Exec Director of Catalyst and have a key role in organizing the day-to-day operations for the office. The ideal candidate is exceptionally organized, highly motivated, customer-service oriented, capable of working independently, and experienced working with faculty, senior leaders, and physicians. 

Administrative and Event Coordinator Pay and Benefits:

• Hourly pay: $35/hr
• Worksite: Leading University (Redwood City, CA 94063) 
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL 
• 40 hours/week, 3-6 Month Assignment, Possible extension/conversion

Administrative and Event Coordinator Responsibilities: 

• Engage with world-renowned faculty and need to interact effectively with a wide range of individuals at many levels. 
• Represent one of our offices and the Enterprise Strategy Team.
• Act on behalf of the Exec Director Industry Relations and Exec Director of Catalyst, and the Office in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Independently schedule regular meetings for the Team, and multiple external collaborations. Schedule speakers, rooms, and equipment. Prepare documents and make any other arrangements as necessary to ensure successful outcomes. Attend meetings as requested to set up equipment and/or distribute materials. Maintain an efficient and appropriate archival system for all meeting and project materials.
• Provide support for other meetings, forums, retreats, multi-day courses, advisory boards, and events hosted by the Office.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts and arrange travel in compliance with unit, university, and sponsor policies.
• Oversee and/or process a variety of complex financial transactions.  Produce, monitor, and reconcile budget reports. Research, identify, and resolve discrepancies. Submit and track purchase requisitions, vendor agreements, and invoices. May assist with capital or special equipment requests and/or vendor selection.
• Compose and draft documents and correspondence for presentations, course handouts, conferences, seminars, and reports. Perform substantial editing and fact-checking. Create, maintain, modify, and/or ensure the accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and coordinate office moves and/or space and equipment needs for the expanding team.  Schedule and coordinate interview schedules.
• Provide support ordering and maintaining supply and material inventory.
• Create complex reports and spreadsheets which may utilize specialized software and systems.

Administrative and Event Coordinator Qualifications: 

• 4 years of administrative experience, or a combination of education and relevant experience.  
• High school diploma.
• A Two-year college degree or greater is highly preferred.
•  High level of judgment, initiative, and follow-through.
• Exceptionally organized, highly motivated, customer-service oriented, capable of working independently, and experience working with faculty, senior leaders, and physicians.
• Interpersonal and communication skills to work with physicians, faculty, staff, and students with tact and diplomacy.
• Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents.
• Advanced computer skills and demonstrated experience with office software and email applications.  
• Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.).
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Polished verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Project management skills to ensure deadlines are met. 
• Understanding of the demands of executive-level positions and the ability to meet these demands with tact and diplomacy.
• Take precaution and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA).
• Advanced gathering skills and interrogation skills.
• Ability to work independently – self-started and proactive.
• Excellent communication, conflict management, collaboration, and influence skills.
• Complex calendar management skills.