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Event Management Specialist, LEC

2 months ago

Arlington, Virginia, United States George Mason University Full time

Event Management Specialist, LEC



  • Arlington, VA

  • Classified Staff

  • Opening on: Jul
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Department: Antonin Scalia Law School

Classification: Public Relations & Marketing Specialist 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Arlington, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The Law & Economics Center at George Mason University Antonin Scalia Law School serves as a premier institution for research and education, concentrating on the pertinent economic analysis of legal and public policy matters. The LEC is dedicated to delivering engaging training programs in law and economics to a diverse audience, including federal and state judges, state attorneys general, congressional staff, academics, and other legal professionals.

About the Position:

The Event Management Specialist plays a crucial role in assisting the LEC's Associate Director of Events by managing the logistical aspects of numerous educational programs. This position requires a keen understanding of the sophisticated audiences served by the LEC and the law school, ensuring that all events are executed with professionalism and excellence. Responsibilities include overseeing events ranging from webinars to extensive multi-day conferences, handling logistics, coordinating administrative tasks, and managing attendee relations.

This role may involve independent travel for events, both domestically and internationally, and requires flexibility to work irregular hours, including evenings and weekends.

Key Responsibilities:

Event Coordination

  • Plan and coordinate logistics for all LEC events, including menu selection and banquet order reviews;
  • Manage the production and distribution of event materials;
  • Oversee inventory and maintenance of event supplies and equipment;
  • Maintain the LEC event calendar for internal staff;
  • Handle event rooming and meal lists;
  • Assist with event marketing initiatives;
  • Communicate essential details to attendees regarding their participation; and
  • Exercise fiscal responsibility and monitor event budgets.

On-Site Event Execution

  • Coordinate the setup and breakdown of meeting spaces during events;
  • Ensure timely and accurate food and beverage delivery;
  • Act as the liaison between the LEC and venue staff;
  • Supervise and allocate tasks to junior staff;
  • Manage and resolve any issues that may arise;
  • Maintain confidentiality of sensitive information obtained during meetings and events; and
  • Coordinate internal office events.

Vendor Sourcing

  • Assist the Associate Director of Events in researching venues for selection and conducting site visits;
  • Negotiate rates with vendors;
  • Review and edit contracts for accuracy; and
  • Communicate important contract details to relevant divisions post-signing.

Post-Event Responsibilities

  • Conduct after-action reports with the Associate Director of Events as necessary;
  • Ensure accurate billing upon completion of each meeting; and
  • Review and code invoices and reimbursements.

Additional Duties:

  • Maintain the integrity of database information compiled by event staff in collaboration with divisions for event-related use;
  • Assist with other office management tasks and responsibilities as assigned.

Required Qualifications:

  • Bachelor's degree in a related field;
  • Minimum of 2 years of experience in event planning or hospitality;
  • Proven track record of managing events from inception to completion (venue sourcing, planning, on-site management, and invoicing);
  • Experience with virtual events, particularly on platforms like Zoom;
  • Exceptional written and verbal communication skills;
  • Proficient in Microsoft Office Suite;
  • Strong project management and organizational skills with attention to detail;
  • Ability to prioritize and manage multiple tasks with changing priorities;
  • Capacity to work independently and collaboratively in a team environment;
  • Commitment to providing an outstanding customer experience;
  • Familiarity with Cvent or other event management software preferred;
  • CMP, CGMP, or other relevant certifications are advantageous.

Preferred Qualifications:

  • Experience in higher education event management;
  • High proficiency in Cvent, Canva, and WordPress;
  • Proactive in seeking solutions and proposing new projects.

Application Instructions:

To be considered, applicants must complete the online application process, including three professional references and a Cover Letter/Letter of Intent along with a Resume for review.