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Executive Administrator and Event Coordinator

3 months ago

Columbia, United States UNIVERSITY OF SOUTH CAROLINA BUSINESS PARTNERSHIP FOUNDATION Full time

University of South Carolina – Business Partnership Foundation


Job Description – Executive Administrator and Program Coordinator


About the Organization


Purpose: We give rise to the world’s most exceptional business leaders.


Mission: We advance the University of South Carolina Darla Moore School of Business by demonstrating the inextricable link between business growth and business education.


Founded: 1969


Location: Columbia, SC, within the Darla Moore School of Business (‘DMSB’)


Organizational model: the USC-Business Partnership Foundation, along with its single-member, wholly owned, subsidiary, Corporate Solutions, LLC (collectively, the ‘Foundation’ or ‘BPF’) operate independently from the University of South Carolina as a nonprofit 501c3 organization governed by a board of trustees.

Like other academic foundations, the Business Partnership Foundation is responsible for managing an endowment and other financial resources for the benefit of the Darla Moore School of Business. What makes us different is how we’ve flipped the role of a traditional foundation. Rather than merely expecting business leaders to support the school, we serve their needs first.

Today’s business environment is changing at warp speed. Businesses of all sizes and missions must challenge conventional practices to stay ahead of the pace of innovation and next-generation competition. If business leaders are not actively challenging the status quo, their organizations will fall behind – making it ever more difficult to compete effectively. While this is the new imperative for business advancement, it’s one rarely achieved without strategic, intentional support. The Business Partnership Foundation fulfills this role by connecting business leaders to exclusive resources for growth from one of the nation’s top business schools. We provide access to the kind of future-facing business intelligence, executive education and top-caliber talent that helps visionary organizations achieve transformational growth. Through this partnership, we build lifelong relationships that benefit both business leaders and the Darla Moore School of Business.


About the Role – Executive Administrator and Program Coordinator


The Executive Administrator and Program Coordinator is a newly created role for the Foundation. This position reports to the BPF Chief External Relations Officer (‘CXRO’) and will provide administrative support to the CXRO in day-to-day activities. This person will also lead our work within the external relations function to plan and execute curated meetings and events to build relationships with c-suite executives; to catalyze cross-industry collaborations; and to cultivate meaningful partnerships at the most senior levels of non-profit and other constituent organizations.


Specific responsibilities include:

Executive Administrator

• Support day-to-day activities of the CXRO to improve their productivity and enable greater focus on strategic responsibilities

• Support the BPF as a reliable and responsive liaison between the CXRO and internal and external stakeholders

• Schedule meetings and provide calendar management support to the CXRO, including handling requests for recurring and non-recurring meetings

• Coordinate development of and distribute meeting-related agendas, briefing materials, notes and action items

• Support phone and email communications by serving as a delegate

• Facilitate travel planning and make travel reservations

• Assist with acquiring, packaging and delivering gifts and correspondence

• Prepare expense reports and facilitate approvals

• Order office and related external relations supplies

• Coordinate guest visits and provide meeting support, to include but not limited to arranging parking, catering, audio visual support, signage and meeting space reservations and set-up

• Provide support for outside entertaining and event participation, to include but not limited to making reservations, coordinating logistics and transportation, arranging bespoke details, signage and audio-visual support

• Support maintenance of contact management database and populate engagement activity

• Coordinate subscriptions and productivity tools, including permissions, support and pricing optimization


Executive Administrator Prototype

• Design and document an executive support prototype and playbook that can be leveraged across the BPF and other internal stakeholder groups

• Identify, document, communicate and continuously improve executive administrator best practices

• Actively seek, recommend and implement opportunities to automate administrative tasks


Program Coordinator

• Participate in regular meetings with CXRO and vendors to plan and coordinate meetings and events for c-suite executives, industry leaders and the most senior levels of non-profit and other constituent organizations

• Provide support to the CXRO to test, learn and extend event concepts to new markets

• Interact with multi-national, national, state and local vendors of the BPF, the DMSB and USC to support event and meeting planning and execution

• Recommend continually compelling event concepts to cultivate meaningful relationships at the most senior levels of constituent organizations

• Support communications with DMSB and USC faculty on meeting and event engagement opportunities

• Communicate and collaborate with DMSB and USC functional areas to obtain services and support, as appropriate

• Assist with speaker scheduling for meetings and events


Other Responsibilities

• Other duties and projects as assigned that advance the Foundation’s strategic focus on external relations

This role requires experience and proficiency in the use of MicrosoftOffice products, particularly Outlook, Word, Excel and PowerPoint, and the ability to quickly learn new technology applications. Must have excellent written and verbal communication skills and the ability to effectively and diplomatically engage with a variety of audiences. Strong attention to detail and host-orientation required. Experience in event planning is preferred.

Executive Administrator and Event Coordinator will possess the following competencies:


Skills:

● Written and Verbal Communications: The ability to effectively communicate with internal and external stakeholders with excellent written and verbal communication skills, diplomacy and tact.

● Project and Event Management: The ability to plan, execute, and monitor the work of indirect teams to achieve specific goals and meet specific success criteria within a specified time and budget.

● Vendor Management: The ability to effectively communicate with and manage vendor relationships to achieve specific goals and meet specific success criteria within a specified time and budget.

● Initiative: High degree of initiative and self-motivation required.

● Organizational Skills: Must have superior organizational and problem-solving skills.

● Judgement: Must be able to handle sensitive, confidential and proprietary matters on a routine basis with discretion. Must exhibit superior judgment, flexibility, and poise in challenging and rapidly-changing settings and with audiences.

● Relationship Development and Management: The ability to build and maintain relationships in service to the Foundation’s goals and objectives and DMSB mission.


Mindsets:

● Growth Mindset: The ability to identify new areas for learning; regularly create and take advantage of learning opportunities; use newly gained knowledge and skill on the job and learning through their application.

● Self-motivation: The drive to proactively take the initiative, identifying problems and opportunities across your portfolio, developing recommendations, and taking action on those recommendations.

● Adaptability: The ability to operate in ambiguity and adapt to an evolving environment.


Your experience:

Bachelor’s degree is preferred and at least five years of related experience in office or business management, marketing, administration, and/or event and meeting planning services. Must have experience providing strategic and tactical support to senior level management.


Working at the Business Partnership Foundation


Our Values:

Lead like a business: entrepreneurial mindset with well-defined and resolute decision-making.

Help them win: generate extraordinary outcomes for business partners, their employees, and communities.

Make it last: deliver life-long opportunities for learning that can shape exceptional careers.

Gather and grow: open doors for business partners, faculty and students to learn from each other.

Think big: create transformative change within business partners' organizations.