Yale University
Location
New Haven, CT | United States
Job description
1. Manage event-related logistics for a variety of events for the President's House. Ensure smooth functioning of events by coordinating, researching, negotiating, securing, creating and/or selecting all event logistics including venue, guest list, mailings, print materials, catering, audio/visual, room decor (including furniture arrangement and floral design), parking/transportation arrangements and entertainment.2. Collaborate with Director, President's House and Events to coordinate all events as assigned with strict attention to detail.3. Collaborate with Director, President's House and Events on creating, developing and implementing program content for events as assigned, including virtual event content and production.4. Act as on-site coordinator and key contact for guests and other university guests/personnel. With independent judgment, resourcefulness and grace under pressure, quickly identify problems and resolve situations without impacting guests or University representatives. Supervise on-site staff at events.5. Exercise complete discretion and maintain strict confidentiality regarding event, guest and other related information.6. Work closely with other University offices and officials throughout the event planning process to achieve the strategic goals of the event.7. Maintain university and departmental processes and systems, including purchase orders and financials, sending electronic invitations and communications using the university message system, guest response tracking, budget monitoring, hiring and paying student employees and entertainers, and sharing of event information with key stakeholders.8. Coordinate the events calendar with the President's House events database.9. Work closely with vendors, support staff, and other necessary parties to ensure set-up of meeting sites, delivery of materials, adherence to schedules and comfort of guests.10. Write and/or edit invitation and other event materials as needed and collaborate with graphic designers to produce and deliver materials in accordance with event deadlines and budget guidelines.11. Ability to work frequent evening and weekend hours as required with a chance of staying overnight as a liaison between official university guests, president and spouse, and events staff.12. Other projects and duties as assigned.
Required Skill/ability 1: Proven ability with event planning and logistics in a highly detailed, fast-paced environment.
Required Skill/ability 2: Proven ability to prioritize work, multi-task and meet deadlines in a team-centered, time-constrained environment.
Required Skill/ability 3: Highly developed and demonstrated customer service skills and positive attitude with ability to work as part of a team.
Required Skill/ability 4: Proven interpersonal skills and ability to represent Yale appropriately with prominent guests and Yale officials.
Preferred Education: Knowledge of Workday, Microsoft Office Suite, Zoom Meetings and Zoom Webinar, and database management systems and tools such as FileMaker, Qualtrics, Yale Message System. Knowledge of Yale University preferred but not necessary.
Work Week: Flexible or Non-Standard (for anything other than Standard)
Posting Position Title: Events Coordinator, President's House (*)
University Job Title: Event Planner, President's House
Preferred Education, Experience and Skills: Knowledge of Workday, Microsoft Office Suite, Zoom Meetings and Zoom Webinar, and database management systems and tools such as FileMaker, Qualtrics, Yale Message System. Knowledge of Yale University preferred but not necessary.
Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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