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Event and Program Administrator

2 months ago

Cambridge, Massachusetts, United States Randstad Full time

Job Overview:
Our client, a prestigious Ivy League research institution, is seeking an Event and Program Administrator to join their dynamic team on a temporary contract basis. This position entails a commitment of 35 hours per week. The Event and Program Administrator will play a crucial role in providing administrative support for various established programs aimed at serving faculty, staff, students, and participants in executive education.

Key Responsibilities:
A.) Financial Management:
1. Expense Oversight:

  • Prepare and submit expense reports utilizing financial software.
  • Monitor and process reimbursements for staff and event participants.
2. Budget Supervision:
  • Assist in tracking event budgets to ensure compliance with allocated funds.
  • Maintain precise records of all financial transactions associated with events.
B.) Event Coordination:
1. Material Oversight:
  • Order, ship, and monitor event materials.
  • Ensure timely preparation and delivery of printed materials.
2. Attendee Management:
  • Maintain and update lists of attendees.
  • Communicate event details, confirmations, and changes to attendees.
3. Travel and Logistics Coordination:
  • Arrange travel for attendees, speakers, and staff.
  • Manage accommodation bookings with hotels.
4. On-site Assistance:
  • Provide support during events, including setup, registration, and troubleshooting.
C.) General Administrative Support:
1. Communication:
  • Act as a primary contact for inquiries related to events.
  • Draft and disseminate communications and updates regarding events.
2. Data Management:
  • Maintain and update records related to event planning and attendee information.
3. Office Support:
  • Assist with general office tasks, including copying, filing, and organization.
  • Support team members with administrative duties as required.
4. Resource Management:
  • Oversee inventory of event supplies and materials.
  • Ensure timely reordering of supplies as necessary.
Qualifications:
  • Experience Level: Experienced
  • Minimum 5 years of relevant experience
  • Education: Bachelor’s degree
Skills:
  • Project Management (5 years of experience preferred)
  • Financial Acumen
  • Expense Management Software
  • Strategic Planning (5 years of experience preferred)
  • Data Analysis (5 years of experience preferred)
  • Accounting/Finance (5 years of experience preferred)
  • Customer Relations (5 years of experience preferred)
  • Event Management (5 years of experience preferred)

Randstad is an Equal Opportunity Employer, welcoming individuals from all backgrounds and abilities. We strive to ensure that our hiring and interview processes are accessible to all applicants. If you require accommodations to enhance your application or interview experience, please reach out to us.