Event Coordinator, LEC

Department: Antonin Scalia Law School

Classification: Public Relations & Mktg Spec 2

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Arlington, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The Law & Economics Center of the George Mason University Antonin Scalia Law School is a national center for research and education that focuses on the timely and relevant economic analysis of legal and public policy issues. To fulfill its education mission, the LEC provides dynamic training programs in law and economics to audiences including federal and state judges, state attorneys general, congressional staff members, academics, and other legal professionals.

About the Position:

The Event Coordinator is responsible for supporting the LEC's Associate Director of Events in handling the logistical elements of a large number of education programs with an appreciation for the well-educated audiences the LEC and the law school serves and the ability to execute professional and polished events with excellence. This position supports meetings ranging from webinars to multi-day, large conferences by executing logistics, coordinating administrative processes and managing attendee relations.

This position is expected to travel independently for events, both domestic and internationally, and to work irregular schedules including some late nights and weekends.

Responsibilities:

Events Coordination

• Coordinates and plans logistics for all LEC events to include selection of event menus and review of banquet orders;
• Manages production and shipping of event materials;
• manages inventory and maintenance of event supplies and equipment;
• Distributes and maintains the LEC event calendar with all internal staff;
• Manages event rooming and meal lists;
• Assists with event marketing;
• Communicates with attendees on important details related to their participation; and
• Practices fiscal responsibility, and monitors event budgets.

On-Site Events Execution

• While on-site at events, coordinates set up and break down of meeting space;
• Ensures food and beverage delivery is accurate and on-time;
• Acts as liaison between LEC and venue staff;
• Allocates and oversees junior staff;
• Manages and de-escalates any issues that may arise;
• Maintains strict confidentiality of information gained while supporting meetings and visitors; and
• Coordinates internal office events.

Sourcing

• With the Associate Director of Events, applicant will assist in researching venues for site selection and site visits;
• Conducts rate negotiations with vendors;
• Reviews and edits contracts for accuracy; and
• Disseminates important contract details to divisions after contracts are signed.

Post-Event Duties

• With the Associate Director of Events, applicant will conduct after-action reports as needed;
• Ensures billing is accurate at the completion of each meeting; and
• Reviews/codes invoices and reimbursements.

Performs other related duties assigned

• Responsible for the integrity of database information identified, compiled and entered by event staff in coordination with Divisions for event use as well as for development and LEC management; and
• Assists in performing other related office management duties and those related to the position as assigned.

Required Qualifications:

• Bachelor's degree in related field;
• Previous experience in the events or hospitality industry (typically 2+ years);
• Experience in "owning" an event from start to finish (venue sourcing, planning details, on-site management, and invoicing);
• Some experience in managing virtual events (especially Zoom);
• Excellent written and verbal communication skills;
• Proficient in the use of Microsoft Office Suite;
• Demonstrated project management, organizational skills, and attention to detail;
• Ability to prioritize and manage multiple responsibilities with shifting priorities and timelines;
• Ability to work both independently and in a team-oriented, collaborative environment;
• Ability to provide an exceptional customer experience;
• Ability to use Cvent or other event management software experience; and
• CMP, CGMP, or other event related designations preferred.

Preferred Qualifications:

• Higher education event experience;
• High proficiency in Cvent, Canva, and WordPress; and
• A propensity for offering solutions and asking questions, as well as seeking new work or proposing projects.

Instructions to Applicants:

For full consideration, applicants must apply for Event Coordinator, LEC at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: July 25, 2024

For Full Consideration, Apply by: August 19, 2024

Open Until Filled: Yes

Mason Ad Statement

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!

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Equity Statement

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

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