Office & Events Manager

Office & Events Manager

Position Summary

The Office & Events Manager will collaborate with the Programs Manager to plan and coordinate all Hildebrand Project events, including seminars, colloquia, conferences, lectures, salons, and fundraising gatherings. The coordinator will also manage the HP’s day to day administrative needs, supervise any student workers, and assist the President. 

The Office & Events Manager will work closely with and report to the Programs Manager. 

Administration:

• Maintain office files
• Prepare bulk mailings to donors and other constituents on a periodic basis.
• Process and fulfill wholesale book orders.
• Manage monthly payroll, including collecting and maintaining appropriate tax documents, processing health savings accounts, and 401k contributions.
• Issue W2s and 1099s on an annual basis.
• Pay quarterly sales tax to the Ohio Department of Sales.
• Prepare annual financial data for IRS Form 990 and internal budgeting.
• Manage the organization’s accounts receivable through Quickbooks.  
• Deposit and record all checks and other payments received.
• Issue receipts and thank-you letters to benefactors.
• Review and classify transactions and prepare all receipts on a weekly basis for bookkeeper.
• Assist with maintenance of the Dietrich and Alice von Hildebrand Archives.

Events:

• Understand requirements for each event
• Plan event with attention to financial and time constraints
• Book venues 
• Research vendors (e.g., catering) and choose the best combination of quality and cost
• Research and book travel itineraries and accommodations.
• Negotiate with vendors to achieve the most favorable terms
• Manage all event operations (preparing venue, invitations etc.)
• Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards
• Oversee event happenings and act quickly to resolve problems
• Evaluate event’s success and submit reports

Skills and Qualities

It is likely that the qualified candidate would have worked for 2-5 years in some combination of office administration, event planning, bookkeeping, budgeting, filing and possess all or most of the following skills and relevant experience: 

• Track record of effective office administration in a small or medium size institution
• Experience planning, budgeting, leading, and managing events of various sizes and participant types.
• Ability to draft clear correspondence 
• Ability to grow with the position, which may rapidly grow in responsibilities.
• Facility with a CRM, ideally Salesforce, G-Suite, MS Office, WordPress, social media, and other marketing tools.
• Excellent communication and presentation skills.
• Strong organizational skills with the ability to thrive in a fast-paced environment.
• Undergraduate degree required.

Mission Fit

The right candidate will possess a deep love for the philosophical, religious, and cultural mission of the HP. While scholarly engagement with Hildebrand and with personalism is a plus, paramount is that the candidate grasp the importance, timeliness, and preciousness of the HP’s animating ideas.

Join our Team

• Position could be part-time or full-time and the salary is competitive and commensurate with skills and experience (expected range for full-time is $35k-$45k). The HP offers above average benefits and a family-focused work environment. 
• Position is based in Steubenville, Ohio.
• Submit a resume and a cover letter, with references, via the online form below, showing how your experience, skills, and desire to advance the HP make you a fit for this position.
• While the position remains open until filled, the intention is for the job to start no later than the end of August, 2022