Program Event Assistant - WashU at Brookings

About Brookings Executive Education (BEE)

Brookings Executive Education (BEE), a partnership of the Brookings Institution and Washington University in St. Louis (WUSTL) Olin School of Business, brings together two premier institutions to deliver on Robert S. Brookings’ desire to “teach the art of handling problems rather than simply impart accumulated knowledge” to those in and engaged with government.

About Washington University in St. Louis

Washington University in St. Louis (WUSTL) has a long standing reputation for scholarship and innovation. Its faculty members are distinguished in their research and have received numerous awards for research including 22 Nobel laureates. The Olin Business School has been recognized as a world leader in management education and scholarly research. In addition to Brookings, Olin partners with more than 20 international universities, including Fudan University in Shanghai, China; the Cass Business School in London; Fundação Dom Cabral in Nova Lima, Brazil; and the Indian Institute of Management in Ahmedabad, India.

Position Overview

This position is a part of WashU at Brookings, located in Washington D.C. This position is full-time and works approximately 40 hours per week.  

PRIMARY DUTIES AND RESPONSIBILITIES

Program Coordination and Event Planning

• Provides logistical support for events, including preparation of program materials, catering requests, travel expenses, early morning staffing on program days and/or providing tech assistance on virtual program days
• Identifies venues and makes reservations, coordinate contracts, determines appropriate technology based on course requirements
• Plans conference logistics (carefully plans conference meals to ensure that the dietary and religious needs of participant are met; researches and determines the most efficient and cost effective transportation methods for off-site tours, identifies and resolves space and catering issues with conference services staff, secures accommodations for faculty members, and coordinates venue security processes).
• Coordinates production of course materials, including but not limited to agendas, program books, name badges, tent cards, and certificates; determines the most efficient and cost-effective method to produce the program books; reviews, identifies and corrects errors in course materials.
• Under the direction of the Program Manager, procures all educational materials, updates slide presentations, and prepare/update course materials
• Supports faculty members and participants to resolve all issues related to program delivery, i.e., AV, space, registration, lodging, meals. Consolidates and summarizes program evaluation data to produce post program analysis.
• Completes tasks to closeout programs, i.e. submitting invoices and payments.

Administration & Office Coordination

• Assists WashU at Brookings staff with special projects.
• Ensures that faculty biographical information is updated.
• Drafts and manages correspondences, meeting notes and other materials.
• Organizes and maintains written and electronic files, address/contact listings, and business card files.
• Develops, updates and maintains participant and key contacts lists in Salesforce.
• Performs other tasks as assigned by supervisor.

We’re Looking for Someone Who Is:

• Resourceful & Adaptable: You’re comfortable in a fast-paced environment with ambiguity and event requirements that may change. As obstacles arise, you identify solutions.
• Practical: You anticipate needs of a program and have already thought through answers to potential follow-up questions.
• Eye for details: You would notice if the name of your organization was spelled wrong, timelines overlapped on an agenda, or if a bio was outdated (perhaps replace with venue logistics)
• An Organizer: You’re comfortable with a hundred details and understand that each is important.
• Customer Service: You realize the customer may not always be right but communicate as if they are and are willing to make them feel heard. You would hustle when you notice coffee is running low or the room temperature is too high.

Required Qualifications

• Equivalent of a high school diploma
• Two years of administrative or related experience

Preferred Qualifications

• Bachelor's degree
• Experience with event planning
• Executive assistant experience
• Experience with Microsoft Office 365
• Experience with Salesforce

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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

This position is eligible for full-time benefits.  Please click the following link to view a summary of benefits: https://wustl.box.com/s/8wkhs25yssf0775x9d6nd6vqa7obpth7

Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

Brookings welcomes and celebrates diversity in all its forms.  We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.