Senior Events Coordinator

4 weeks ago

Hales, Norfolk, United Kingdom Commonwealth of Virginia Full time

Job Summary

Norfolk State University's Office of the President is seeking a highly qualified individual to serve as the Senior Events Planner/Staff Support. The incumbent will work with the Chief of Staff (CoS) and University Events Executive Director to plan and execute all Presidential events at the University House.

Key Responsibilities

  • Develop the theme, style, and language for invitations.
  • Provide information to determine the appropriate venue for various events.
  • Work closely with CoS on the style, flow, and layout of each event.
  • Create and maintain project schedules.
  • Ensure timelines are met, ensuring the accuracy of invitations, RSVP lists, programs, and all related details.
  • Coordinate all arrangements such as catering, rentals, custodial services for set-ups and clean-up, flowers, and manage/oversee each event.
  • Manage and work within a budget that is determined at the beginning of each new fiscal year.
  • Create event briefings for each event for the CoS, other staff, and other various principals as needed.
  • Manage all outside contracts with vendors, including event companies, caterers, florists, printers, transportation companies, etc.
  • Maintain proper inventory of event supplies for University House.
  • Review invoices and expenses needed with CoS for approval as required.

Requirements

  • Superior customer service skills, teamwork, and attention to detail.
  • Excellent written and oral communication.
  • Ability to interact with the President, immediate family, and senior university leaders and staff.
  • Ability to set goals and priorities and work well under pressure to meet deadlines.
  • Excellent organizational and analytical skills.
  • Sound judgment, discretion, and confidentiality.
  • Ability to ensure a high degree of accuracy and flexibility in a fast-paced environment.
  • Ability to work independently while functioning as a part of a coordinated team.
  • Ability to handle multiple events and priorities in a calm and professional manner.
  • Proficiency in Microsoft Outlook and related office technologies.
  • Bachelor's Degree.
  • Four years related experience.
  • Additional education may substitute for experience to the extent permitted by the equivalency formula.

Additional Considerations

As delineated above.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Work Schedule: Monday-Friday; evenings and weekends as required, schedule varies per event.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand-delivered applications and/or résumés will not be accepted.

Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé.

The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or résumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your RMS account to check the status of your application for this position.

Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University employing officials. As a finalist, you will be required to sign an Authorization to Release form.

Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

Contact Information

Name: Norfolk State University

Phone: 757-823-8160

Email: Email material not accepted.

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability.

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