Position Priorities & Focus:

• Day to Day Administrative Support
• Calendarizing
• Data management
• Agenda & Note Taking during Meetings
• Attend Multiple Planning & Connection Mtgs Throughout each Week
• Coordinate Event Planning Process
• General Management of Event Department Tracking
• Asana Project Management Tasks
• Event Setup within the Event Planning Process
• Event Coordination
• Create Event Attendee/Staff Rosters
• Reserve Zoom Rooms for Virtual Events
• Send communications to Hosts, Room Monitors and Production Team
• Communicate with Hotel/other event venue
• Remain up to date with Health Safety protocol and share that with in-person team members
• Train new Event Team Members on Communications System(s)
• Unity Communications/Discord
• Update Comm channel assignments for each event
• Host Zoom Ballrooms during virtual events
• Review and send out event survey data to staff following events
• Work with Event Manager to coordinate Event Printed Materials
• This includes sending lists to Graphics for personalized items/gifts
• Support Event Coordinator with Event Inventory as necessary
• Provide Shipping Addresses for Event Empowerment Kits, etc. to Fulfillment Company
• Track all Event Empowerment Kits to ensure arrival
• Follow up on any late/missing items; reship and/or process claims with shipping company
• Support with providing updated inventory counts
• Support Major Inventory cleanup/out (twice a year)
• On-site Event Support
• Travel to HQ/Event Venue to support Events in person
• This includes supporting our virtual events by being present at the HQ Studio
• Event Assistant at Broadcasting Studio: Support on-site staff by ordering staff meals, maintaining office space, supporting Faculty, etc.
• Event Assistant at HQ: Tracking Faculty, moving props, helping with the set, supporting meals, Health Safety protocol, stocking snacks, etc.
• Event Assistant at In-Person Events:
• Support on-site inventory counting, tracking, unpacking/packing, etc.
• Support event load in/setup/loadout
• Support all aspects of the event itself
• Registration, Client Care, Handouts, Gifts, Materials, etc.
• Do whatever has to be done to ensure that the event runs smoothly
• Other projects/planning as determined by the Event Director

Required Position Attributes:

• Growth Focused: Demonstrates a strong interest in continual learning and growth and desire to participate in ongoing institute transformational training.
• Goal Oriented: Laser focused on goals with a “do whatever it takes” attitude. Willing to work extended hours and weekends when necessary to achieve objectives.
• Forward Thinking: Anticipates upcoming circumstances and conditions that may cause challenges and proactively creates solutions in advance.
• Self-Motivated: A self-starter who works extremely well in a team environment, and who also excels when it comes to working independently with minimal supervision.
• Extremely Organized/Detail Oriented: Able to assess, prioritize and manage competing deliverables in a fast-paced and dynamic work environment while ensuring that nothing, down to the smallest of details, gets missed.
• Travel*: Willing to travel to institute events several times per year to support, learn about, and engage with, institute programs, philosophies, and our clients. Willing to support inventory 2x per year in California. Plus, willing to travel for additional professional training, seminars, etc. at times.

* As travel conditions safely allow. If travel conditions do not allow, events held on location may be substituted for virtual events that accomplish the same goals.

Required Experience / Proficiency:

• 1+ years experience with administrative support within a work environment.
• Event volunteer/paid experience is a plus.
• Access to high speed internet, dedicated and distraction free work space and able to meet all requirements of this role while working remotely.
• Tech savvy with the ability to learn new software and systems quickly.
• Asana Task Management System (or similar + ability to learn immediately)
• Google Apps - Docs, Sheets, Slides, Drive
• Communication Tools - Google Meet, Skype, Zoom
• Must live in Pacific or Mountain Time Zone (Events are held in Pacific Time so it is important to be 100% available)

Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Do you have experience working in Virtual Events?
• Do you live in the Pacific or Mountain Time Zone? (Events are held in Pacific Time. It requires 100% of your availability).

Experience:

• Event planning: 1 year (Required)

Work Location: Remote

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