Administrative and Events Assistant

Website University of Calgary

Job Description:

Reporting to the Manager, Operations, Hunter Hub for Entrepreneurial Thinking, and working in collaboration with the Office of Vice President (Research), the Hunter Hub team, and across all innovation areas and faculties of the university, the Administrative and Events Assistant will be the first face our community sees as they enter the Collision Space. In addition to receptionist and general administration duties, the Administrative and Events Assistant will support events, financial administration, and reporting and database administration to ensure smooth, efficient, and effective operations for the Hunter Hub.

Job Responsibilities:

  • Organize and maintain all displays and presentation materials in the Hunter Hub Collision space and at external events, where required.
  • Set up new vendors and process accounting purchase orders, expenses, invoices and payment requisitions in a timely manner into the U of C accounting system.
  • Support the execution of Hunter Hub events and programs (online and in-person) as required, including logistics and vendors; agendas, event briefs or programs; invitation and registration of guests, speakers and/or participants.
  • Prepare and present regular status reports, dashboards, analytics and other documentation; provide timely and accurate information and updates to leadership.
  • Provide Hunter Hub leadership and staff with administrative support as needed; Support recruitment and coordinate onboarding of new staff members; Prepare correspondence, filing and other administrative support; Support scheduling and logistics for meetings including taking meeting minutes as required.
  • Maintain space bookings and events calendar; Maintain and set up the Collision Space as needed for events, hot desking; Submit requests for space and facility service as needed; Ensure Health & Safety standards are met and initiate safety procedures for area needed for COVID or other situations including emergencies.

Job Requirements:

  • 2+ years of administrative or events experience (i.e. event facilities, catering, banquets) in the hospitality industry or internal University department required.
  • Proactive and energetic self-starter dedicated to superior client service and able to successfully manage multiple competing priorities with minimal supervision and direction, who strives to exceed the needs of all stakeholders and partners.
  • Proficiency in computer programs including Microsoft Office Suite, and general knowledge and comfort working with other systems is required.
  • Excellent verbal and written skills are required.
  • University degree required; Business administration or events management focus an asset.
  • Knowledge of entrepreneurship (or experience as an entrepreneur) an asset.
  • Collaborative, courteous relationship builder with exceptionally strong interpersonal and communication skills.

Job Details:

Company: University Of Calgary

Job Category: Education

Vacancy Type: Full Time

Job Location: Calgary, Alberta, CA

Application Deadline: N/A

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