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||Coral Gables, FL United States
|| Administrative and Support Services
Event Planner (temporary opportunity)|
The Events Planner oversees all aspects of planning meetings, conferences, workshops, seminars, lectures, and other special events for the assigned department(s). Further, the Events Planner assumes responsibility for ensuring all amenities and accommodations at the event are adequate.
CORE JOB FUNCTIONS
Maintains records of facility use and revenue and expense reports. Creates, updates, and revises inventory and maintenance checklists. Provides recommendations to upper management in regards to vendor, venue, and food services. Ensures that events proceed as scheduled and do not conflict with other activities. Acts as liaison to vendors and external entities. Guarantees that activities and costs remain within set budgetary constraints. Supervises registration and check in at events. Adheres to University and unit-level policies and procedures and safeguards University assets.
This list of duties and responsibi lities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
Bachelorís Degree in relevant field required
Certification and Licensing:
Minimum 2 years of relevant experience
Any appropriate combination of relevant education, certifications and/or work experience will be considered.
Knowledge, Skills and Attitudes:
Ability to communicate effectively in both oral and written form.
Ability to handle difficult and stressful situations with professional composure.
Ability to maintain effective interpersonal relationships.
Ability to understand and follow instructions.
Department Specific Functions
Works with the director to develop and implement clear strategies and objectives by providing recommendations as to vendors, audience, venue, catering, services and objectives for each event
Assists in managing each event from inception to the successful completion with responsibilities that include time lines, checklists and budgets
Directs the services for events such as accommodation and transportation for participants, facilities, audiovisual equipment, catering, parking, signage, displays, ordering supplies and promotional materials needed, and overseeing volunteers and staff working the events
Oversees registration and troubleshooting at all events and programs, including using the Social Tables program to check-in and register guests
Communicates with key vendors to order materials for all MBS programs and events, submits orders for approval and monitors all purchase orders and invoices on Workday Finance
Assists with reserved events, including evenings and weekends as required
Serves as the key liaison for all internal and external space reservations, and responds to inquiries and requests from faculty, students, staff and community clients
Anticipates all client space presentation needs and arranges space setup and technology requirements as appropriate, as well as providing facility tours, walk-throughs and email follow-ups beforehand
Receives and finalizes contracts and assists with collection and processing of payments
Performs basic office administrative functions, including compiling and organizing reports, documents and records of reservations, inventory and events
Works with Raiserís Edge Program (RE) to track events and donor, alumni and constituent participation
Works closely with faculty/staff/students and other constituent wanting to use/rent MBS space
Handles social media postings of events and programs, including live stories
Monitors any mentions or tags as well as facilitating interaction between other schools and community accounts
Assists with building operations work orders, purchase orders, etc.
Assists with logistics and execution of MBS Executive Education and MBS programs and events
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