Career Center

Scheduled Hours

37.5

Position Summary

The Events Specialist is responsible for assisting with a variety of events for School/department. The Events Manager will ensure high-caliber events â“ throughout the lifecycle of a student â“ requires some evening/weekend hours.

Job Description

Primary Duties & Responsibilities
 

Overall Events Management:

• Manages the event process from start to finish for functional areas within Graduate Programs.
• Collaborates and strategizes with any necessary staff, faculty and other WUSTL leadership to determine the type, scale and tone of events.
• Assists with developing long-and short-term goals and plans for events.
• Conducts event planning meetings, staff briefings and event evaluations.
• Meets with key Olin faculty and staff regularly to strategize and develop creative event plans to support event efforts.
• Prepares, edits and disseminates marketing and communications event collateral â“ e.g., invitations, programs, HTML, signage, giveaways and registration updates. Reviews and develops plans for individual event budgets.
• Researches potential venues and negotiate/maintain relationships with vendors and venue staff.
• Manages event logistics including set-up, tear-down, registration, audio-visual, food and beverage.
• Orders and maintains all event and conference supplies.
• Determines events calendar and serve as Aramark team liaison to coordinate the fulfillment of certain internal events.
• Collaborates 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:

• Coordinates orientation logistics surrounding the Orientations for Olin Business Schoolâ™s various graduate degrees.
• Motivates and leads staff and other Olin volunteer efforts articulating all roles and responsibilities.
• Liaises with orientation speakers to provide details and facilitate their participation â“ e.g., communicating schedule specifics to both internal and external audiences.
• Successfully executes and encourages student participation as needed.

Marketing Event Liaison:

• Collaborates 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.
• Determines appropriate resources and schedule team members to organize and disseminate information as needed.  

Other Olin Events:

• Assists with key school-wide facing events and conferences as requested.

Working Conditions

• Flexibility to work outside normal business hours including early morning, late evening and weekends as needed.
• Ability to travel to on- and off-campus locations as required.

Preferred Qualifications

• MPI (Meeting Planners International) membership and or CMP (certified meeting planner) status preferred.
• Excellent interpersonal, customer service.
• Strong organizational skills, with a demonstrated ability to manage a complex calendar, complex events, complex travel arrangements and multiple tasks in an efficient manner.
• Ability to prioritize tasks, balance multiple priorities, meet deadlines and stay within budget.
• Strong verbal and written communication skills.
• Works well under pressure with challenging deadlines, yet remains professional and composed.
• Superb organizational and prioritizing skills; attention to detail, quality and accuracy.
• 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 âœhands on❠when necessary.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).

Required Qualifications

• Bachelorâ™s degree and two years event or meeting planning experience or combination of education and experience equaling six years.
• Experience with working with multiple stakeholders.

Grade

G09-H

Salary Range

$21.60 - $33.45 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an 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.

Benefits Statement

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement

Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âœQuick Apply❠options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âœQuick Apply❠page by clicking âœNext❠at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.