Executive Assistant /Event Planner
University of Colorado Department of Pharmacology - Aurora, Illinois, United States, 60505Work at University of Colorado Department of Pharmacology
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Overview
Provide administrative support to the Chair, exercising confidentiality, tact, and diplomacy. Anticipate and prepare meeting materials ahead of time for the Chair; work a similar schedule as the Chair to ensure they are supported. Manage the Chair’s calendar to prevent overlapping meetings, anticipating potential conflicts, and facilitating increased efficiency with effective and consistent calendar management and communications.Take the lead in planning and executing logistics of department events including, but not limited to, seminar series, faculty member recruitment, Maller symposium, Department retreat, wellness events, faculty chalk talks, happy hours, faculty meetings, award ceremony, invited speaker seminars, etc. Initiate and attend meetings with the event planning committees regularly to ensure compliance with university, CU Medicine, and donor policies. Monitor and purchase office supplies, materials, and food needed for internal and external meetings.Develop and manage event budgets, ensuring cost-effectiveness and adherence to financial guidelines.Oversee on-site event operations, troubleshoot issues, and ensure the smooth execution of events.Develop and process procurement forms, invoices, official functions, reimbursements, purchase orders, and travel arrangements, using all University systems such as Concur Travel and Expense System, procurement card, travel card, and CU Medicine system strictly adhering to the University and CU Medicine policies and procedures.Serve as Marketplace requestor for Chair’s lab. Ensure all orders are approved timely in accordance with Department policy.Coordinate and organize all travel related purchases and other expenses for Chair, recruit candidates, and invited speakers using the University’s purchasing system (Concur and CU Medicine Concur).
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