Office and Events Coordinator (IVP) (Part-time)

Office and Events Coordinator (IVP) (Part-time)

Work Location:

Lisle, IL - Intervarsity Press

Schedule:

Part time

To advance the purpose of InterVarsity Press (IVP), this position will perform diversified administrative duties around company events, staff care, and support of a well-functioning office environment.

Status: Non-Exempt (hourly)

Time: Part-time, 24 hours weekly, scheduled days negotiable

Insurance benefits not provided

Location: Lisle, IL (In-person)

Pay: $22-24/hour

MAJOR RESPONSIBILITIES

Personal:          

• Be a maturing disciple of Jesus Christ: growing in love for God, God's Word, God's people of every ethnicity and culture, and God's purposes in the world

Plan and Coordinate Company Events by:

• Planning and ensuring execution of meetings and events such as company-wide offsite events, seasonal parties, and leadership retreats. This will include facilitation of timing of arrival & departure, room set-up and clean-up, audio visual/production needs, food service, travel, lodging, transportation, and vendor management & coordination.
• Managing room reservations and setup for internal company meetings.
• Coordinating venues and vendors, obtain quotes, submit contracts to legal, etc., and work within event budgets.
• Providing information to company staff and guests regarding event logistics.
• Communicating frequently with the Executive Leadership Team and taking a proactive approach toward ensuring expectations are met or exceeded.
• Attending and monitoring meeting and event activities to ensure details are managed well.
• Coordinating the creation of and distribution of event communications, including invitations, reminders, and any event requirements including sending and analyzing all post-event feedback surveys, etc.
• Reserving space and managing expenses for Executive Leadership Team meetings and events.

Facilitate a Quality Office Environment by:

• Answering doorbell, welcoming guests, and receiving packages.
• Monitoring and ordering office and kitchen supplies.

Facilitate Care for Staff by:

• Organizing gifts and events for celebration of employee anniversaries.
• Organizing company-wide gifts (Christmas, etc.).
• Organizing flowers or other gifts for staff during hospital stays or similar situations.

Manage Office Mail by:

• Maintaining USPS account and mail machine.
• Sorting and distributing incoming mail to employees’ mailboxes.
• Metering outgoing USPS mail.
• Picking up and dropping off mail at the Post Office
• Packing and mailing items to remote staff.
• Providing occasional assistance to other staff with packing and shipping of conference supplies and mailings, when extra physical assistance with packing is needed alongside the other staff member managing the shipment.

Any other duties as required

QUALIFICATIONS

• Affirmation of InterVarsity’s Statement of Faith
• Effective oral and written communication skills and ability to communicate with warmth and empathy
• Strong organizational skills and impeccable attention to detail
• Must have reliable transportation and the flexibility to work varied hours when the events are happening
• Exhibit advanced scheduling and technology collaboration solutions expertise and ability to proficiently and effectively interact and communicate with executive leadership.
• Ability to strategically prioritize event requests and needs using good judgment and logical thinking
• Ability to work independently on multiple projects simultaneously, under tight time constraints
• Ability to manage risk and to know what and when to escalate to leadership
• Ability to manage purchasing within a set budget
• Working knowledge of and experience with Microsoft software applications (Word, Excel, Outlook, PowerPoint, and Teams)
• Ability to do basic event photography at a presentable level of quality preferred
• Ability to lift and carry items up to 30 pounds.
• Demonstrated ability and commitment to work in a diverse team environment
• Prudence with confidential information
• Flexibility for occasional travel for vendor interactions.
• Flexibility to attend the Urbana Student Missions Conference every six years, Dec. 26-Jan.1, and National Staff Conference every three years (the year after Urbana), approximately Jan. 2-7

<