Temporary Administrative and Event Coordinator

TALENT Software Services; Palo Alto (CA); On-site; USD 27,552 - 41,328; Full time

Job summary

A staffing solutions company is seeking a temporary Administrative and Event Coordinator to support various student events, seminars, and conferences. In this role, you’ll handle communication, logistics, and perform general administrative tasks. The individual must manage time-sensitive tasks and communicate effectively with guests and stakeholders. This position requires proficiency in office software and offers a variety of work hours, including evenings and weekends.

Qualifications

• Must have strong organizational and detail-oriented skills.
• Ability to work independently and as part of a team.
• Comfortable communicating with a variety of stakeholders.

Responsibilities

• Support student events, seminars, conferences, and major events.
• Handle correspondence relating to events and provide administrative assistance.
• Implement event support practices and provide hospitality support.

Skills

Event support

Team collaboration

Time management

Interpersonal communication

Problem solving

Education

Associate's degree or equivalent experience

Tools

Google Workspace

Job description

Overview

The Event Operations team within the Facilities & Hospitality Department is seeking a skilled temporary Administrative and Event Coordinator. The temporary Administrative and Event Coordinator will work in partnership with the Event Operations team to support student events, seminars, conferences, major events, and other programs. The primary role will be to provide general administrative assistance for the department; handle phone calls, emails, and other correspondence relating to events. This is a temporary ongoing role for up to 6-12 months as needed with the possibility of continuing. We expect the individual to work 40 hours per week, based on department need. Some evening and weekend work anticipated, schedule is variable.

Responsibilities

• Serve as a member of the Event Operations team and contribute to a wide variety of functional areas, including decisions, event logistics, hospitality support, client communications, guest/client/faculty support.
• Learn, develop and implement event support practices such as printing name tags/badges, organizing event supplies, preparing event setups, and pre- and post-event administrative support.
• Ability to comfortably and confidently communicate with event guests, speakers, hosts and stakeholders on event days.

To Be Successful in This Position, You Will Bring

• Demonstrated success supporting events or extreme willingness to learn.
• Ability to work both independently and as part of a team.
• Takes direction well, and is able to execute per direction in a consistent manner.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive tasks.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills.
• Must be well-organized and detail-oriented.
• Proficient computer skills and demonstrated experience with office software and email applications such as Google Workspace.
• Willingness to learn the department reservation/scheduling system and other applications.

Preferred Qualifications

• Associates and one year of equivalent experience or combination of education and relevant experience.

Physical Requirements

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally kneel/crawl, twist/bend/stoo/p squat, grasp lightly or grasp firmly, lift/carry/push/pull objects that weigh up to 30lbs (e.g. cardboard boxes with event materials).
• Ability to move from one space to another while pushing/pulling an event dolly cart filled with supplies.

Working Conditions

• This is a 100% onsite position to meet event and departmental needs.
• May require occasional work during the evenings and weekends.