Event Management Specialist

2 months ago

Charlottesville, Virginia, United States Commonwealth of Virginia Full time
Position Overview:
The Commonwealth of Virginia is looking for an Event Management Specialist to serve as a key support role in organizing and executing various departmental events. This position will collaborate closely with the Associate Project Coordinator and will be instrumental in managing events from inception to completion. Responsibilities include logistical arrangements, catering coordination, and travel management, among other tasks.

Key Responsibilities:
  • Event Coordination (75%):
    - Organize venues for events
    - Procure necessary supplies
    - Schedule and manage logistics
    - Oversee set-up and clean-up processes
    - Handle reimbursement processing
    - Coordinate travel bookings
    - Reconcile accounts as needed
    - Flexibility for occasional evening or weekend hours may be required
  • Faculty Recruitment Support (15%):
    - Maintain and organize cloud storage systems
    - Collaborate with the search committee on requirements and procedures
    - Schedule meetings with key stakeholders
    - Ensure continuous communication among all parties
    - Provide on-site assistance during interviews, including managing virtual meeting setups
  • Onboarding Assistance (5%):
    - Collaborate with finance and IT teams for supply orders
    - Manage business card orders
    - Gather information for online postings
    - Ensure inclusion on relevant email lists
  • General Support (5%):
    - Provide meeting support, including room reservations and catering orders
    - Assist with other administrative tasks as assigned

Qualifications:
  • Associate's Degree or higher with at least one year of experience in event management or a related field; financial experience is a plus.
  • Proven experience in event planning or coordination.
  • Highly organized and proactive with the ability to manage multiple priorities effectively.
  • Strong communication skills, both verbal and written.
  • Proficiency in Microsoft 365 applications.
  • Ability to work independently as well as collaboratively within a team.

This position offers a competitive salary commensurate with experience and education. The Commonwealth of Virginia is committed to fostering a diverse workforce and encourages applications from all qualified individuals.

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