Event Operations Specialilst

Cal Poly Partners•Lexington, MA

About The Position

Event Operations Specialist will execute and run smaller events and help assist Coordinators and the Director with larger scale events and conferences. Events needing assistance include corporate meetings, career fairs, athletic events, summer camps, and various other needs on campus. The Event Operations Specialist will also assist our Senior Business Analyst with closing out event billing and invoicing. Specific duties will depend on the event.

Requirements

Graduation from an accredited four-year university
Ability to perform complex, highly responsible and confidential duties
Excellent computer skills including Microsoft Word and Excel
Ability to prioritize, plan, organize, and meet timelines
Ability to establish and maintain cooperative and effective working relationship with others
Excellent verbal and written skills and the ability to interface with all levels of staff, Board of Directors, university community, including students, faculty and staff, and the public
Interpersonal skills using tact, patience, and courtesy
Ability to maintain regular and reliable attendance
Possession of a valid California Driver’s License and satisfactory driving record
A background check is required for all regular benefited positions
The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment

Responsibilities

Research appropriate venues and venues
Coordinate vendor contracts
Maintain communication with vendors
Manage expenses per the budget
Help develop event marketing materials
Order catering for events
Maintain documentation for each event
Help set up and tear down events
Decorate an event space
Test lighting and audio equipment
Complete errands to help an Event Coordinator
Assist the Director with various assignments and special projects related to events
Determine program cost
Determine event budgets and adhere to the budgets
Manage and oversee participant registrations, payments, and registrations
Assist the Senior Account Analyst to close out the billing of events and invoice clients
Manage invoice and billing for facility rentals supporting Cal Poly Partners rentable spaces
Other duties as assigned