Office and Events Coordinator

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: Exempt (salaried) 

Time: Full-time

Location: Lisle, IL 

Pay: $43,000-50,000 annually

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.

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.

Support the Executive Leadership Team by:

• Reserving space and managing expenses for Executive Leadership Team meetings and events.
• Preparing Executive Leadership Team agendas at the direction of team leaders.
• Attending Executive Leadership Team meetings and taking minutes.
• Managing Executive Leadership Team expense reports as requested.
• Administrating contracts as assigned.

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

EXPERIENCE AND EDUCATIONAL REQUIREMENTS                                   

• Experience required as described in the section below (dependent on the level of the position posted). Relevant higher education will be taken into account and may reduce the experience required.

LEVELS IN JOB FAMILY (POSTING WILL STATE THE RELEVANT LEVEL AT THE BEGINNING OF THE POSTING)

Office and Events Coordinator, Level 5

The Office and Events Coordinator will be responsible for the duties listed above. An Office and Events Coordinator will have at least two years of experience in administrative work. Experience with event planning is highly preferred.

Office and Events Administrator, Level 6

The Office and Events Administrator will be responsible for the duties listed above and will have a larger role in strategically planning for office events, building company culture and care for staff, and/or managing IVP facilities through relationships with the building owners, vendors, contractors, and budgeting. An Office and Events Administrator will have at least five years of experience in event planning and administrative work.

External Candidates: Please see visit the Careers Hub at ivpress.com/jobs-and-internships to complete your online application.

For Internal Candidates Only: Please apply through the Jobs Hub on Workday.

Benefits:

We offer a competitive benefits package, including health care and retirement savings with a match. Eligibility is based on employee type and hours worked. Benefits include the following:

• 403(b) Retirement Savings Plan
• 403(b) matching contributions
• Dental insurance
• Employee assistance program
• Employee discounts
• Flexible work schedule
• Flexible spending accounts
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance