Die Stelle
0301- Lead the administration of the multi-year event bidding calendar, including intent-to bid communications, deadlines, documentation, and follow-up with ISU Members.
02- Maintain a complete pipeline of prospective bidders and hosts, including expressions of interest, multi-year hosting discussions, meeting history, open questions, submitted documents, decisions, and next actions.
03- Coordinate the issue and receipt of all bidding materials, record which Members received each document, track completeness of submissions, and manage clarifications and meeting records.
04- Close each bidding round through formal completeness checks and prepare accurate status reporting for the Chief of Events, management, and Council.
05- Coordinate the structured administrative review of bid submissions, consolidate assessment inputs and supporting evidence, and prepare decision-ready materials for event allocation recommendations.
06- Administer allocation communications to successful and unsuccessful bidders, ensuring outcomes, feedback, and relevant rationale are documented for future bidding cycles.
07- Establish and manage the administrative handover from event allocation to the assigned Event Manager and confirm that the event workspace, baseline documents, milestones, stage gates, and decision records are in place.
08- Own the consistent use and administration of the ISU event project planner, milestone register, event plan, requirements, budget, ticketing, and other core planning documents across the event portfolio.
09- Monitor portfolio-level deadlines, dependencies, approvals, risks, and outstanding information; escalate gaps and overdue actions to the Chief of Events and relevant Event Manager.
10- Coordinate with the ISU Office Strategic Manager and other internal stakeholders to keep event reporting, dashboards, management updates, and Council materials accurate and current.
11- Prepare meeting agendas, decision logs, action trackers, minutes, follow-up communications, and consolidated status reports as required.
12- Own the Events team's SharePoint information architecture and document-control standards for each event, ensuring appropriate filing, naming, version control, access, and retention.
13- Maintain alignment and data integrity across SharePoint, Smartsheet, Excel, Word, Power BI, and any approved event management or reporting tools.
14- Develop and maintain a structured relationship and history record for bidding and hosting Members, creating a reliable institutional record comparable to a CRM for event hosting activity.
15- Define templates, registers, checklists, and standard operating procedures that improve consistency, transparency, and efficiency across the event lifecycle.
16- Act as the administrative super-user for event management tools and support Event Managers and team members in their correct use.
17- Coordinate the administrative process for centrally funded event expenditure, including the development and maintenance of SOPs, approval routes, supporting records, and audit trails.
18- Work with Finance and Event Managers to track baseline event budget approval, subsequent updates, commitments, invoices, ticketing and revenue reporting, and final event close-out.
19- Maintain approval records and ensure required financial submissions are complete and provided in line with the milestone and stage-gate calendar.
20- Coordinate with Legal and relevant business owners to track required contracts, reviews, signatures, obligations, renewals, and filing.
21- Manage all event-related procurement and supplier administration processes, including RFPs, SOWs, purchase orders, invoicing, payment tracking, approval workflows, and supporting documentation, ensuring accurate records, compliance with ISU policies, and complete audit trails throughout the event life cycle.
22- Provide portfolio visibility on outstanding financial, contractual, and governance actions and escalate items that may affect event readiness or compliance.
23- Support the transition from planning into the production phase, ensuring production teams, central suppliers, and relevant internal functions have the approved documents, schedules, budgets, and access required.
24- Coordinate administrative readiness for on-site delivery, including current contact lists, schedules, decision records, approval status, team documentation, and event files.
25- Provide on-site administrative and coordination support for selected events when required.
