Events Assistant

Job Type

Full Time

Published

10/22/2018

Address

New York
New York
United States

Description



160 Fifth Avenue
Full time
R0000400



ORGANIZATIONAL OVERVIEW

The Simons Foundation is a private foundation established in 1994 in New York City by Jim and Marilyn Simons. With an annual grants and programs budget of $300 million, the foundation's mission is to advance the frontiers of research in mathematics and the basic sciences.

The foundation pursues its mission through its grant-making division, comprising programs in Mathematics and Physical Sciences, Life Sciences, Outreach and Education, and autism research, and through its internal research division, the Flatiron Institute.

The foundation is also committed to advancing autism research. Launched in 2005, the Simons Foundation Autism Research Initiative (SFARI) is a research campaign within the Simons Foundation's overall suite of programs whose mission is to improve the understanding, diagnosis and treatment of autism spectrum disorders by funding innovative research of the greatest quality and relevance.

POSITION SUMMARY

The Simons Foundation has an opening for an Events Assistant to join the events team. Reporting to the Director, Events and Conferences, the Events Assistant will provide support for the development, planning and execution of more than 100 yearly events. These include on-site annual research conferences, scientific meetings and workshops. The department also plans and executes large social functions for up to 600 guests.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES
  • Support the Director, Events and Conferences, with tasks associated with logistics before, during and after events; travel and hotel accommodations; ground transportation; facilities management; on-site and off-site meals and more.
  • Research and maintain lists and contacts for off-site venues for meeting spaces, meals and accommodations.
  • Research new and innovative event supplies for efficient and/or unique presentation to guests
  • Meet with events team to review upcoming meetings/workshops requiring meals/breaks and pre-/post-meeting dinners and make the necessary arrangements
  • Communicate beverage and meal assistance needs to the in-house hospitality staff and external per diem team
  • Track items stored in the auditorium pantry and submit/manage orders for replenishing
  • Maintain written inventory of dishware in the auditorium and purchase new items and/or replace damaged items as necessary
  • Oversee perishable items for date expirations and ensure the refrigerators and shelves are kept tidy
  • Work with meeting point person and track attendee counts for meal orders for both internal staff and guests
  • Supervise or create production collateral as needed: name badges, program materials, etc.
  • Prepare annual calendar menu items for staff teas and meetings
  • Compile annual report of auditorium usage across all departments
  • Review events calendar and work with staff and security to ensure program preparations are completed on time, paying close attention to events with quick setup turnarounds.
  • Perform any other duties or tasks as assigned or required


MINIMUM QUALIFICATIONS

Education
  • Bachelor's degree


Experience
  • At least two years of previous events experience


Related Skills & Other Requirements
  • Proven effectiveness in working with diverse client/participant groups and managing budgets and logistics
  • Team player but has the ability to work independently
  • Skilled at managing projects with tight deadlines and many details in a fast-paced environment
  • Previous experience with on-site event management including setup, registration, venue logistics and audio/visual needs.
  • Excellent oral and written communication skills, effective trouble-shooting skills and good judgment.
  • Must be willing and able to work evenings and early mornings with occasional weekends and travel
  • High proficiency in Microsoft Office (Word and Excel) is required.
  • Previous work in research or academic settings is a plus.
  • Basic knowledge of audiovisual equipment and desktop publishing software is preferred.


REQUIRED APPLICATION MATERIALS
  • Please submit a resume and cover letter stating your interest in the position.


The Simons Foundation's Diversity Commitment

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law.

PI105003531

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

https://simonsfoundation.wd1.myworkdayjobs.com/en-US/simonsfoundationcareers/job/160-Fifth-Avenue/Events-Assistant_R0000400

https://simonsfoundation.wd1.myworkdayjobs.com/en-US/simonsfoundationcareers/job/160-Fifth-Avenue/Events-Assistant_R0000400

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