Executive Assistant, Office of Special Events at Purdue Research Foundation
Purdue Research Foundation · West Lafayette, United States Of America · Hybrid
- Professional
- Office in West Lafayette
Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates. The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career. Your next giant leap starts here.
Responsibilities
- Coordinate and manage executive tasks and administrative duties for the Vice President, Special Events.
- Coordinate and manage tasks and administrative duties for the Office of Special Events team members as needed.
- Manage event budgets by creating, updating, and tracking expenses and revenue in individual event spreadsheets in the Special Events departmental operating budget including the for-hire and external rebill events.
- Prepare and/or gather meeting materials and information in advance of appointments.
- Schedule meetings, travel accommodations, appointments and maintain calendars for the Vice President, Special Events.
- Prepare travel arrangements and schedule meetings for Special Events team members as needed.
- Draft, edit and send correspondence on behalf of and with the Vice President, Special Event’s approval.
- Review all invoices, travel reimbursement requests, and Concur credit card reports for accuracy.
- Work closely with the Purdue for Life Finance Office to prepare payment requests and manage operating budget and other financial information for the functional area.
- Work closely with the Purdue for Life Finance Office to resolve financial questions as it relates to registrations and events.
- Analyze systems, procedures and practices and take appropriate action to provide the most efficient management of administration and customer service.
- Create and maintain list of events and corresponding accounting information.
- Process work orders for Purdue Administrative Operations.
Additional Responsibilities:
- Provide excellent customer service to all external and internal partners, including students, faculty, and staff.
- Respond to verbal and written questions independently.
- Respond or route emails and phone calls that come into the dedicated Special Events email inbox and phone line.
- Collect and enter RSVPs into online system including credit card charges.
- Prepare and obtain proper signatures for business and event expenses.
- Process College of Engineering event invoices for payment in the Purdue University electronic system.
- Process credit card reconciliations and travel reimbursement requests for the Vice President, Special Events and Special Events staff.
- Process registration cancellations and refunds if appropriate for all events.
- Coordinate communication and billing to central offices within the University and Foundation for event participation fees and/or shared expenses.
- Serve as backup for the Director, Special Events Strategy.
- Send invoices and track payments/ for event sponsorships.
- Coordinate the borrowing of event supplies.
- Generate reports as needed for the Vice President, Special Events.
- Review and sort all incoming mail.
- Organize regular department meetings as well as other special gatherings; direct information to the appropriate staff and manage flow of documents.
- Alert Vice President, Special Events to deadlines and follow-up on materials and reports.
- Manage a wide range of donor and potential constituent issues impacting the operations and performance of the department.
- Compose and edit written correspondences involving constituent and event information.
- Work in partnership and collaboration with other PFL Executive Assistants and the centralized Administrative Operations team. Act as backup for the Marketing and Communications team in their Executive Assistants absence.
- Work on event site only in limited and unique situations.
- Other duties as assigned.
Required Skills, Knowledge and Abilities
- Must be open to learning new skills and procedures, and receptive to guidance and feedback.
- Must maintain a positive, solution-focused attitude and demonstrate a collaborative approach to team efforts.
- Must be able to work under pressure and with frequent interruptions.
- Must be able to multitask and be detailed oriented.
- Excellent verbal and written communication skills.
- Excellent computer skills, including Microsoft Word, Excel and Internet.
- Must be able to assess situations and resolve issues quickly and effectively with sound judgement.
- Must be familiar with basic budgeting/accounting concepts and capable of tracking event related expenses accurately.
- Ability to influence and build work relationships among a diverse workforce at all levels.
- Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy.
- Must be able to handle confidential information.
- Ability to work in various work environments possibly including outdoors during inclement weather.
- Ability to lift up to 25lbs on occasion when needed.
- Ability to work in a hybrid work environment with 3 days a week on-site.
Required Education, Experience and Benefits Summary
- High School Diploma/GED Required
- Minimum of 4 years' work experience in an office environment.
- University and Business Office experience preferred.
- Experience with handling high-level, confidential information preferred.
Job Level: Support 3
Benefits Summary for eligible employees:
- 10 paid holidays per year.
- Accrue up to 22 vacation days a year.
- Traditional pre-tax 403(b) and Roth retirement plans available.
- 10% employer contribution to your retirement plan and immediate vesting.
- Health Savings Account- earn up to $450 annually towards medical expenses.
- Employer funded Preventative Dental and Vision insurance.
- Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.
