Event Planning Assistant
Our client is looking for an Event Planning Assistant to join their team.
Pay rate: $22 – $25 an hour
Event Planning Assistant Responsibilities
Coordinates and plans the CPB Seminar Series and Endowed Lectures.
Manage the annual seminar schedule, ensuring all slots are filled.
Fill vacant slots with students and postdoc presenters as needed.
Coordinate all logistics, schedules WebEx session for virtual seminars, including travel and accommodations, plan the itinerary schedule, prepare the flyers and post/distribute around campus, plan the student/postdoc lunch and endowed lecture receptions, communicate details with speaker, coordinate with the host faculty member.
Provide on-site or virtual coordination during seminar.
Assist with the planning of other departmental events, such as the Chemical Biology and Physiology conference, department retreat, and other events as needed.
Administrative support for Chair and Department Administrator as needed.
Schedules meetings (in-person and teleconferencing).
Set up WebEx sessions for remote meetings, and schedule rooms for in-person meetings.
Provide other support as needed.
General administrative tasks: mail distribution; room reservations; maintain copiers with toner replacement, cursory troubleshooting and making services calls; administrative support for department members; other support as needed.
These responsibilities are not exhaustive, and additional responsibilities will be assigned as needed.
Maintain copy machine and all networked and local printers for department, including toner replacement, cursory troubleshooting, and making service calls as needed.
Request facilities work for department repairs and maintenance; handle and coordinate custodial services requests.
Serve as primary coordinator for the MMI Departmental Seminar Series, MMI Guest Seminar Series and other seminars as needed (both in-person and virtual).
Coordinate schedules, handle attendance sheets, create/distribute visitor’s itinerary, process honoraria payments, send reminders and coordinate catering.
Travel arrangements including flight, hotel and in-town transportation, dinner reservations for guest speakers.
Prepares fliers for MMI seminars, recruitment speakers, etc.
Update calendar and seminar series pages (MMI Departmental Seminars and MMI Seminar Series) on department website (Drupal).
Coordinate teleconferencing of seminars, journal clubs and remote meetings, working with a variety of teleconferencing and videoconferencing solutions and troubleshoot any issues.
Coordinate with remote sites for sending audio/video as well as presentation content.
Event Planning Assistant Qualifications
An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience OR a Bachelor’s degree and one year of general office or secretarial experience OR Two years of general office or secretarial experience OR an equivalent combination of training and experience.
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.