Administrative Events Coordinator, UPMC Business & Corporate Events

Come join a dynamic and fast-paced Corporate Events Team where no two days are the same! In this entry-level role, you'll collaborate with event professionals across the Corporate Events Team and support catering operations as needed. This is an excellent opportunity to gain hands-on experience in event planning, coordination, and administrative support while building a strong foundation in the events industry. From helping bring memorable events to life to working behind the scenes to ensure seamless execution, you'll play an important role in creating exceptional experiences and growing your event management expertise.

This role will work Monday through Friday during the hours of 7:00 AM to 3:30 PM. At times, the role will assist with weekend and evening coverage as needed for events. If you have prior event experience along with administrative support experience, this could be the next step in your career. Apply today!

• Administrative support of events team, while occasionally supporting high-level events in a coordination role. 
• Fulfillment of planning documents such as overviews, agendas, recaps, invitation lists, tracking spreadsheets, budgets, invoices, financials, etc. Create innovative administrative solutions within administrative work in support of the team’s/event’s needs. 
• Develops and sends correspondence on behalf of department and department head (i.e., draft and send meeting minutes, draft and send meeting events). Creation of event and/or catering related signage, menus, branded materials, proposals, etc. 
• Capability to innovatively research options for event spaces, event challenges and other event related needs. Under general direction, provides varied administrative support to events and/or catering department. 
• Develops reports for department. Reviews administrative procedures and operating practices and makes recommendations to increase efficiency. 
• Coordinate with multiple UPMC business units, their colleagues and processes in a productive and professional manner. Contribute meaningfully to event design, decor, flow and financial success throughout event process.
• Serve as a discreet, reliable point of contact for senior leaders and multiple departments throughout UPMC.
• Process expenses, manage documents/approvals, and assist with special projects. 
• Assist the catering team as needed in order to assure success of all functions.
• Assist as needed with the physical set up and tear down of events, including, but not limited to tables, chairs, linens, catering set-up, AV equipment, specialty signage and decor.

• High school diploma or equivalent.
• Must be 18 years or older.
• Five years experience in an increasingly responsible administrative support role required.
• Proven high‑level administrative experience (events-based experience is a plus).Advanced level Outlook/Teams and Microsoft 365 skills; excellent writing and polish.
• Ability to perform advanced functions in word processing, electronic mail/calendar, spreadsheet, presentation and database software.
• Acute attention to detail, urgency, and judgment with confidential information.
• A calm, solution‑oriented approach in a fast‑paced, high‑visibility environment.
• Advanced knowledge of business processes and procedures.
• Ability to analyze data.
• Ability to use discretion and independent judgment.
• Excellent organizational skills and the ability to clearly communicate any systems or organizational structures to other members of the team or staff
• Reliable transportation for days in office as well as off-site events.
• RAMP certified or ServSafe certified a plus but will need to complete both of these programs within 90 days of hire if not already certified.
• Ability to routinely stand for up to eight hours.
• Ability to routinely pick up and move up to 50 pounds.
  Licensure, Certifications, and Clearances:
  
   
• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran