Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 37.5 hours per week. Requires some evening/weekend hours.
The Events Specialist will ensure high-caliber events throughout the lifecycle of a student.
PRIMARY DUTIES AND RESPONSIBILITIES:
Overall Events Management: Manage the event process from start to finish for functional areas within Graduate Programs. Collaborate and strategize with any necessary staff, faculty and other WUSTL leadership to determine the type, scale and tone of events. Assist with developing long-and short-term goals and plans for events. Conduct event planning meetings, staff briefings and event evaluations. Meet with key Olin faculty and staff regularly to strategize and develop creative event plans to support event efforts. Prepare, edit and disseminate marketing and communications event collateral – e.g., invitations, programs, HTML, signage, giveaways and registration updates. Review and develop plans for individual event budgets. Research potential venues and negotiate/maintain relationships with vendors and venue staff. Manage event logistics including set-up, tear-down, registration, audio-visual, food and beverage. Order and maintain all event and conference supplies. Determine events calendar and serve as Aramark team liaison to coordinate the fulfillment of certain internal events. Collaborate closely with and delegate tasks to appropriate staff as needed. Tracks all attendance through event software and other software tools.
Recruitment & Admission Events: Coordinates a variety of events including, but not limited to, webinars, on campus information sessions, visit days, campus visits and special interest events. In addition to event logistics, position will be responsible for adding all events to Outlook, ensuring that Event Invites have been sent to all staff, Managing Event Calendar and adding external events to Partnership Program website as needed.
Primary liaison with event speakers and venue contacts for travel and instructional/audio visual needs; reviews presentation/layout of event to ensure adherence with agreement/contract.
Orientation Activities:Coordinate orientation logistics surrounding the Orientations for Olin Business School’s various graduate degrees. Motivate and lead staff and other Olin volunteer efforts articulating all roles and responsibilities. Liaise with orientation speakers to provide details and facilitate their participation – e.g., communicating schedule specifics to both internal and external audiences. Successfully execute and encourage student participation as needed.
Marketing Event Liaison: Collaborate with Marketing and Graduate Programs teams to determine calendar of key events at Olin and ensure that there is alignment, collaboration and communication. Position will work with team to post details regarding events via social media, Campus Groups, CRM, etc. Determine appropriate resources and schedule team members to organize and disseminate information as needed.�
Other Olin Events: Assist with key school-wide facing events and conferences as requested.
Bachelor’s degree (4-year) from an accredited college or university (preferred) in marketing, communications, business or related field or an equivalent combination of education and experience is required
Experience with small and large events and in communications, marketing or public relations capacity required, preferably in an academic setting
Three or more years of event planning and operating experience in meeting planning preferred (preferably in a corporate environment)
MPI (Meeting Planners International) membership and or CMP (certified meeting planner) status preferred
Excellent interpersonal, customer service and presentation skills
Strong verbal and written communication skills
Works well under pressure with challenging deadlines, yet remains professional and composed
Ability to prioritize tasks, balance multiple priorities, meet deadlines and stay within budget
Superb organizational and prioritizing skills; attention to detail, quality and accuracy
Ability to speak effectively in front of large groups as well as with senior management
Have a positive and adaptable approach to problem solving
Be enthusiastic, self-motivated and outgoing
Be able to establish production relationships with people at all levels
Team player, results oriented individual
Can be “hands on” when necessary
Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Knowledge of Adobe Creative Suite, social media and database skills
The hiring range for this position is $21.18 - $26.99 per hour.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Department Name/Job Location:
This position is in the Olin Business School Graduate Programs at the Danforth Campus.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.