BASIC FUNCTION

The Events & Operations Assistant contributes to the operational functioning of the Engelberg Center for Health Care Reform (ECHCR). Providing support to Senior Events Manager and to other operations staff, the Events & Operations Assistant will be involved with supporting all aspects of event conceptualization, strategy, development and planning, scheduling. Additionally, the Events & Operations Assistant will have the opportunity to learn the process of managing program’s internal and external events, working with co-sponsors, coordinating with collaborating individuals and organizations, and become familiarized with event budgeting. The Events & Operations Assistant will be part of the ECHCR Operations Team and will also provide administrative support for overall center operations and management. The Events & Operations Assistant will provide scheduling, administrative, logistical meeting and events preparation, project organization, and communication support, that will support members of the Operations Team.

EDUCATION/EXPERIENCE REQUIREMENTS

Bachelors degree required. A minimum of 2 years of relevant experience as a conference planner, administrative/operational support or position with similar responsibilities required. Candidate with exposure to a service department or the hospitality industry is a plus. Ability and flexibility to work early mornings and evenings, as required.

KNOWLEDGE REQUIREMENTS

Candidate must have excellent organizational and communications skills; strong customer service orientation; excellent public contact skills; resourceful, highly organized, and detail orientated; good problem solving abilities. Candidate must be proficient with MS Office (Microsoft Word, Excel, and Outlook) and outstanding verbal communication skills are required. Superior written communication skills are required. Knowledge of event management systems (Cvent) preferred capacity to learn new software.

PRINCIPAL DUTIES AND RESPONSIBILITIES

80% Event Assistance and Execution

• Assist Senior Events Manager with event coordinating and execution of meetings/events, including invitations, registration, mailings, and follow-up activities.
• Participate in meeting with the Senior Events Manager to work with project leaders to manage event concepts, goals and strategies.
• Compile conference materials, manage production of necessary materials, and work with outside vendors to produce conference collateral and materials.
• Aid in invitation distribution, RSVPs and follow-up via event management software program (Cvent).
• Draft emails, invitations, internal and external communication documents.
• Plan site visits for event location evaluation and organize materials to prepare project and managing staff.
• Support the Senior Events Manager in coordinating travel, hotel, catering, meeting rooms and other logistical arrangements.
• Participate in day-of event coordination. Attending meetings and conferences and providing logistical and administrative support.
• Complete post-event responsibilities including tracking and payment of expenses, travel reimbursements, and thank you notes.
• Respond to and help manage all correspondence for conferences and events. Provide timely and accurate responses to conference attendees and speakers.
• Prepare and distribute Center calendar of events.
• Develop understanding of Brookings policies and procedures to incorporate into center events and conferences.
• Other special projects, tasks and assignments as needed.

20% Administrative and Operational Support

• Assists with the implementation and organization of operational procedures that ensure efficient center operations.
• Coordinates logistical matters for center meetings, and internal communication efforts.
• Support recruitment efforts by scheduling interviews, preparing interview materials and assist the Center Manager with the overall recruitment process.
• Track and maintain inventory of center office supplies and assists with ordering and organizing supplies.
• Provides administrative support to members of the ECHCR operations team on an as needed basis.
• Assists with maintaining office area and provides assistance to ECHCR staff with administrative needs.
• Greets and communicates with visitors and center stakeholders and provides logistical support for guests.
• Answers phones, fields requests and messages to appropriate staff members, and troubleshoots various administrative issues.
• Other duties and tasks as assigned.

Only applicants meeting minimum qualifications for the position will be considered. Successful completion of a background investigation is required for employment in this position. No phone calls please. Brookings welcomes resumes from all qualified applicants, particularly women and minorities.