Executive Assistant Event Assistant


Responsibilities include:
•         Scheduling meetings and maintaining calendars for both Directors
•         Handling expenses and other administrative support for both Directors
•         Taking and filing meeting notes, and tracking deliverable as needed 
•         Organizing and maintaining team calendars and team drives 
•         Assisting with event contracts and tracking of payments 
•         Creating and tracking team and event budgets 
•         Fielding general team requests and questions and routing to appropriate member(s) of team  
•         Managing event inboxes 
•         Coordinating planning meetings and briefing calls with speakers and speaker’s teams
•         Supporting the Director, Event Strategy and Programming on briefing and coordinating with all speakers and talent for the event
•         Supporting the Production Coordinator on collecting and organizing speaker and attendee information, as needed
•         Coordinating invitee follow-up for foundation events
•         Responding to attendee and speaker logistical questions prior to, during, and following the event
•         Handling invitee follow-up as needed
•         Assisting with day-of event staffing needs
•         Working with Directors to track and visualize event analytics 
•         Assisting Directors with creating team presentations and materials 
•         Assisting ESP team with additional administrative tasks, as needed
Requirements:
•         Previous experience in an administrative or event coordination role  
•         Advanced experience with calendar management and scheduling meeting invitations 
•         Ability to work flexible hours, early mornings, and evenings, as needed 
•         Previous experience and comfort with working with people at all professional levels 
•         Flexibility and skill in working as a team member as well as independently in a high-demand, multi-task environment
•         Excellent analytical, written, and oral communications skills
•         Ability to understand the big picture and align priorities accordingly
•         Exceptional knowledge and experience working with G Suite, Word, Excel, PowerPoint and other Microsoft applications
•         Close attention to detail and accuracy; personal initiative, and reliability
 

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Reference number US_EN_99_172110_1190051