Administrative and Operational Support Coordinator - Events & Travel

Champaign, Illinois, United States | Career Opportunities | Full-time | Partially remote

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Wolfram, creator of Mathematica, Wolfram|Alpha and Wolfram Language, is seeking an Administrative and Operational Support Coordinator to join its Events & Travel department. From packing up trade show booths for shipping to coordinating travel arrangements for staff and keeping meticulous records, the Administrative and Operational Support Coordinator will have a wide variety of ways to contribute and should never be bored! This position has the option to be a hybrid role with some onsite work required. Some travel may be required.

Responsibilities

  • Facilitating communication between traveling staff and our corporate travel management company
  • Tracking travel processes from approval through payment
  • Maintaining active communication between travelers and vendors
  • Maintaining internal documentation for travel-related processes
  • Working with staff to arrange travel and registration for events
  • Participating in internal event meetings and following up with the appropriate teams
  • Assisting with the inventory and purchasing of event materials and supplies
  • Assisting with aspects of meeting planning for all company-hosted events (local and destination) as well as community events
  • Documenting and managing Jira and TWiki pages for travel, events and other miscellaneous updates
  • Supporting event coordination for other departments as needed
  • Scheduling and planning internal and sales-supported events
  • Supporting virtual technology for Wolfram events
  • Completing training and employing best practices for expense software and tools utilized by the company
  • Performing program administration for a variety of education programs aimed at talented students in middle school through the undergraduate level
  • Assisting with the inventory, packing and shipping of events-related equipment and supplies at our local facility as needed
  • Assisting with registration, supporting event technology, customer service and interaction with event attendees through email and chat and in person
  • Managing speaker and attendee communication following event guidelines and timelines from the event start through completion

Qualifications

  • Proficiency in English with excellent written and verbal communication skills
  • Strong attention to detail and organizational skills
  • Ability to lift 50 pounds
  • Experience with or willing to learn Zoom, Excel and other Office software, virtual technology platforms and other software as needed
  • Ability to work independently and to manage multiple projects simultaneously

Preferred qualifications

  • Experience with program management and administration

Location: Champaign, Illinois (hybrid schedule available)

Wolfram is an equal opportunity employer and values diversity at its company. Women, people of color, members of the LGBTQ community, individuals with disabilities and veterans are strongly encouraged to apply.