Events Assistant

1 month ago

New York, United States Simons Foundation Full time

The Simons Foundation has an opening for an Events Assistant to join the events team. Reporting to the Senior Manager, Events, the Events Assistant will provide support for the development, planning and execution of more than 200 yearly events. These include both on-site and off-site annual research conferences, scientific meetings and workshops. The department also plans and executes large functions for more than 1,200 guests.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

  • Support the Director, Events and Conferences with tasks associated with logistics before, during and after events including, but not limited to, ground transportation, facilities management, and on-site and off-site meals.
  • Research and maintain lists and contacts for off-site venues for meeting space, meals, accommodations, restaurants, and catering companies.
  • Research new and innovative event supplies for efficient and/or unique presentation to guests.
  • Meet with events team to review upcoming meetings/workshops requiring meals/breaks and pre-/post-meeting dinners and make the necessary arrangements.
  • Communicate beverage and meal assistance needs to per diem staff.
  • Track items stored in the multiple event spaces and prepare and manage orders for replenishing.
  • Maintain written inventory of dishware in multiple event spaces and purchase new items and/or replace damaged items as necessary.
  • Oversee perishable items for date expirations and ensure the refrigerators and shelves are kept tidy.
  • Work with meeting point person and track attendee counts for meal orders for both internal staff and guests.
  • Supervise or create production collateral as needed: name badges, program materials, etc.
  • Prepare annual calendar menu items for staff meetings and social events.
  • Review events calendar and work with staff and security to ensure program preparations are completed on time, paying close attention to events with quick setup turnarounds.
  • Perform any other duties or tasks as assigned or required.
MINIMUM QUALIFICATIONS

Education
  • Bachelor's degree
Experience
  • At least two years of previous events experience
Related Skills & Other Requirements
  • Proven effectiveness in working with diverse client/participant groups, managing budgets and logistics.
  • Foster and build good working relationships, both internally and externally - the ideal candidate must be able to work well with a variety of people in a fast-paced environment.
  • Team player but has the ability to work independently.
  • Skilled at managing projects with tight deadlines and many details in a fast-paced environment.
  • Previous experience with on-site event management including setup, registration, venue logistics and audio/visual needs.
  • Excellent oral and written communication skills, effective trouble-shooting skills, and good judgment.
  • Must be willing and able to work evenings - perhaps as many as twice per week throughout the month and early mornings with occasional weekends and periodic travel.
  • High proficiency in Microsoft Office (Word and Excel) is required.
  • Previous work in research or academic settings is a plus.
  • Basic knowledge of audiovisual equipment and desktop publishing software is preferred.
  • Working knowledge of Cvent or similar event management software is preferred.
Physical Requirements
  • Moving supplies and equipment weighing up to 20 pounds
  • Moving throughout several office buildings and various event spaces (on-site and off-site) to provide event support
COMPENSATION AND BENEFITS
  • The full-time annual compensation range for this position is $59,000 to $63,000 depending on experience.
  • In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.
REQUIRED APPLICATION MATERIALS
  • Please submit a rsum and cover letter stating your interest in the position.


THE SIMONS FOUNDATION'S DIVERSITY COMMITMENT

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.

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