Event Coordinator and Administrative Assistant

Fairfax, VA
$45,000 - $55,000; Commensurate with education and experience.
Sep 16, 2021
Sep 17, 2021
Full Time
Event Coordinator and Administrative Assistant, Carter School

The George Mason University, Jimmy and Rosalynn Carter School for Peace and Conflict Resolution is seeking to hire an Event Coordinator and Administrative Assistant to coordinate and promote online and in-person events at our Arlington and Fairfax campuses, to perform reception duties, and to provide administrative assistance to Graduate Admissions and Student Services staff members. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.

About the Position:

The Event Coordinator and Administrative Assistant will provide excellent event management and marketing and outreach support, including but not limited to: event scheduling and planning, working closely with internal and external clients, event logistics and execution, managing budgets, social media, newsletters, and collateral development, and leveraging new and existing technologies for client management and outreach. In addition, the incumbent will serve as the first line receptionist for the Arlington office, and support student services and operations administrative functions.

The Event Coordinator will be the point of contact for all Carter School events and will be a key member of the events and marketing team and must understand how this role supports the school. The position will work closely with the Point of View Event and Site Manger to support Carter School events at Point of View. This role supports events at three locations as well as virtual events, so the candidate must be detail-oriented and be able to multi-task. While primarily based at the Arlington Campus, there will be required travel to the Fairfax Campus and Point of View.

This position will be based at Mason's Arlington Campus and will require some nights and weekend work. The schedule will vary week to week based on the event schedule.


Events Support:

  • Serve as the primary contact for all events and activities scheduled both external (non-Mason) and internal (Carter and other Mason) groups at the Mason Arlington and Fairfax campuses in support of the Carter School's goals and mission;
  • Work with faculty and staff on Carter School events, coordinating with the Point of View Event and Site Manger on Carter School events hosted there;
  • Serve as a key point person answering inquiries, scheduling events, managing events calendar, managing registrations if needed, arranging catering and other logistics (such as additional equipment and/or AV support, hotels, shuttle service, etc.), providing advice and support to event leaders on strategies and procedures, event set up, providing support during events including with AV, event tear down, event assessment, tracking event participation and evaluation and producing reports as needed;
  • Manage event budgets, invoicing, event agreements and payments.

Marketing and Outreach Support:

  • Work with the Carter School Communications Director in marketing and outreach endeavors for specific events and activities including conducting research, designing marketing and promotional materials, conducting targeted outreach to diverse constituents, and creating professional and creative content for website and social media;
  • Ensure streamlining of events marketing and outreach efforts between the Carter School and POV, and alignment with Mason brand standards;
  • Be willing to learn proactively about event marketing and outreach strategies and how to implement them, as well as to learn the technical skills required.

Reception and Office Management:

  • Manage incoming calls and emails to the Carter School telephone lines and email accounts as needed;
  • Provide technology support for printer connectivity and audio-visual devices in Carter School meeting spaces and offices;
  • Order office supplies;
  • Submit work orders;
  • Assist with updates to Carter School website;
  • Perform other administrative support duties, as assigned.

Student Services and Graduate Admissions Support:

  • Answer basic admissions and student services questions;
  • Direct prospective and current students to appropriate resources;
  • Assist with student services and admissions events and information sessions.

Required Qualifications:

  • Bachelor's degree in Hospitality and Events Management or a related field, or equivalent combination of training and experience;
  • Demonstrated knowledge of and excellent skills in events planning and management;
  • Excellent hospitality, customer service and interpersonal skills;
  • A passion for connecting with and helping diverse individuals and groups;
  • Superior communication skills, both spoken and written;
  • Excellent time management and problem-solving skills;
  • Ability to respond to tasks with a sense of urgency and to manage multiple projects and deadlines effectively;
  • Ability to attend to numerous details while still able to focus on the big picture;
  • Excellent organizational skills, detail-oriented and accuracy driven;
  • Highly self-motivated, proactive, curious, and creative;
  • Demonstrated ability to work independently and collaboratively, follow direction, and take initiative;
  • Ability to work with people of diverse backgrounds;
  • Ability to travel and maintain a presence at all three campuses/locations.
  • Ability to perform duties with a high level of professionalism, flexibility, integrity, diplomacy, and tact;
  • Ability to work a flexible schedule, including evenings and weekends as needed;
  • Proficiency in MS Office and willingness to learn new programs as needed;
  • Ability to troubleshoot basic technology issues.

Preferred Qualifications:

  • Demonstrated experience in event marketing and outreach;
  • Demonstrated experience or interest special events promotion and management, in addition to academic, corporate, or other diverse event needs.

For full consideration, applicants must apply at https://jobs.gmu.edu/ ; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

Great Careers Begin at Mason!

George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.

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/!

George Mason University, Where Innovation is Tradition.

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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