Foundation Overview

The Suzanne & Walter Scott Foundation’s vision is to be a catalyst for positive change in the communities it serves. The Foundation works to support the Founders’ vision and interests by investing in education, developing leaders, and advancing communities.

Staff of the Suzanne & Walter Scott Foundation support seven foundations of the family. Each is unique and independent with its own board of directors and interests. The Foundation seeks to partner with individuals and organizations who share the following values:

• Ambassador of the Foundation’s mission and vision
• Lifelong Learner
• Giver not a Taker
• Strive to Exceed Expectations

Job Summary

The Events Assistant will provide support in a dynamic and professional work environment. In this role, the Events Assistant will support the execution of events and activities that relate to the work of the Foundation. The ideal candidate has excellent communication and multitasking skills, ability to work independently, a positive attitude, willingness to learn, desire to exceed expectations and a strong work ethic.

Key Responsibilities:

• Assist in activities related to event planning, coordination, and implementation.
• Working through the program associate to understand the details, provide exceptional customer service and support on-site at events.
• Assist in the decorating, set-up and tear down of event spaces.
• Provide details to guests and vendors such as directions, setup locations, parking, catering, volunteer assignments, etc.
• Help maintain documentation for each event such as schedule, guest lists, contact list, vendors, etc.
• Research, contact, and book vendors as well as arrange transportation for guests, speakers, etc.
• Order catering for internal and external meetings and events.
• Testing of audio and video equipment such as microphones and speaker presentations or visual displays.
• Provide general office and administrative duties as assigned.

Requirements:

• Event support or coordination experience.
• Flexibility and willingness to adapt to new procedures and routines as needed.
• Exceptional customer service skills and professional manner.
• Strong attention to detail and an eye for creating polished, visually appealing event spaces and experiences.
• Proficient computer skills, including Microsoft Office Suite.
• Experience with office equipment (e.g., fax machine, printer, postage meter).
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multi-tasking and time-management skills, with the ability to prioritize tasks in a fast-paced environment.
• Self-motivator and ability to work independently.
• Willingness to work flexible hours/overtime when the need arises.

Qualifications:

• Bachelor’s degree preferred, or equivalent combination of education, training, and experience.
• 1+ years of event planning and coordination preferred.

Work Environment:

Work hours would be a split between 8 am - 5 pm and working evening hours and some weekends. Tasks involve continuous sitting and constant use of hand/finger dexterity, hearing, and typing. Must be able to frequently lift, carry, push, and pull objects weighing up to 40 pounds independently and be able to stand on your feet for long periods of time. Time is also spent out setting up events and coordinating details. Regular travel by personal vehicle is required. Some evening and weekend meetings are required on occasion with advance notice.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:

Suzanne and Walter Scott Foundation provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:

Suzanne and Walter Scott Foundation is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For information about the E-Verify program, please visit: https://www.e-verify.gov/employees

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to be successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, lift and/or move up to 40 pounds, talk and hear. The employee is occasionally required to sit and reach with hands and arms. The work environment may have extended working hours, frequent time constraints, and shifting priorities, contributing to physical and mental stress. Specific vision abilities required by this job include close vision.