Application deadline: 5:45pm; May 31, 2016
Contract type: FT (5 days/40 hours per week)
Job Location: Yerevan, Armenia
Job Duties
- Coordinate events such as conferences, lectures, seminars, workshops, press conferences, business meetings, employee appreciation events, virtual events, special events including non-academic services in details for students through
- negotiating with the customers/clients,
- performing scheduling with speakers, vendors, and participants,
- preparing contracts,
- selecting catering companies to prepare food for events,
- monitoring food and logistical services’ high quality during the events
- Coordinate event logistics, including preparing invitee list, sending out invitations, managing RSVP list, registration and attendee tracking, presentation and materials support and pre- and post-event evaluations to ensure timelines and meeting deadlines.
- Coordinate appointments and visits to see AUA space, and scheduling of events on the calendar.
- Negotiate and secure event spaces outside AUA for graduation, alumni and staff appreciation events and visits venue to plan layout of seating and decorations.
- Work closely with the communications department to prepare name tags, materials, notebooks, packages, gift bags, registration lists, seating cards, promotional materials, etc.
- Work closely with the IT, maintenance and facilities departments to ensure the smooth events via testing equipment, sounds and lights before the events.
- Book talent, including musicians, bands, and disc jockeys and secures sponsorships.
- Propose new ideas to improve the event planning and implementation process.
- Keep track of event finances including requests, invoicing, and reporting, calculate budgets and ensure they are adhered to.
- Keep inventory of equipment: projectors, computers, and other display materials.
- Prepare an annual breakdown of facilities and equipment usage by colleges/departments for review by the Provost, VPs, and Deans.
- Handle communications with all external and internal stakeholders including international faculty, staff, and students including assisting with AUA Dormitory-related paperwork and responding to inquiries and assisting with faculty/student housing requests and issues.
- Handle visa processing including communications with internal/external constituencies.
- Perform other related duties as assigned by the immediate supervisor.
Qualifications
- University Diploma in business/public administration or other relevant field.
- Relevant work experience of 2 year and more.
- Strong written/oral communication skills in English, Armenian.
- Computer skills (database management, MS Office, spreadsheets).
- Excellent interpersonal and team building skills with an ability to work in a fast-paced changing environment with a variety of constituencies.
How to apply: Please submit a brief cover letter and CV by pressing APPLY ONLINE bellow this announcement. In the CV please specify contact information of three references. Only shortlisted applicants will be notified for interview.
AUA is an equal opportunity employer and is committed to an active non-discrimination program within the institution