Events Assistant

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. POSITION SUMMARY The Simons Foundation has an opening for an Events Assistant to join the events team. Reporting to the Director of 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 of 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 space, meals and accommodations.Research new and innovative event supplies for efficient and/or unique presentation to guestsMeet with events team to review upcoming meetings/workshops requiring meals/breaks and pre-/post-meeting dinners and make the necessary arrangementsCommunicate beverage and meal assistance needs to the hospitality staffTrack items stored in the auditorium pantry and submit and manage orders for replenishingMaintain written inventory of dish ware in the auditorium and purchase new items and/or replace damaged items as necessaryOversee perishable items for date expirations and ensure the refrigerators and shelves are kept tidyWork with meeting point person and track attendee counts for meal orders for both internal staff and guestsSupervise or create production collateral as needed: name badges, program materials, etc.Prepare annual calendar menu items for staff teas and meetingsCompile annual report of auditorium usage across all departmentsReview 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, managing budgets and logistics.Team player but has the ability to work independentlySkilled at managing projects with tight deadlines and many details in a fast-paced environmentPrevious 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 travelHigh 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 a cover letter describing 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. Apply Here PI100465778 Meetingjobs.com. Keywords: Meeting and Events Project Coordinator, Location: New York, NY - 10010