The Urban Land Institute (ULI) is a member-led research and education organization focused on shaping the future of the built environment for transformative impact in communities worldwide. The ULI Austin District Council strives to advance the mission of the Urban Land Institute at a local level. ULI Austin was founded in 1994 and now includes over 1,000 members spanning Central Texas. Because ULI is a member-led organization, its strength lies in its members’ industry knowledge and expertise. Members advance the Institute’s mission through programing and many councils and committees.

ULI Austin is seeking to hire a full-time associate for event logistics, database management, and administrative duties. 

POSITION SUMMARY:

The Associate is a professional position within the district council. As an integral part of the district council team, the Associate serves as a professional liaison among the district council, ULI headquarters, and Austin real estate, planning, and development professionals. The Associate is one of the faces of the district council; members call the Associate first for assistance and information, so it is imperative that he or she be courteous and friendly. The position necessitates the Associate be able to travel occasionally to district council events throughout the area and attend meetings, events, or programs in the early mornings or evenings.

The Associate serves as an informed resource for district council committees, interfacing with these committees to ensure that all work is consistent with the Institute’s policies and procedures and that ULI Austin’s goals and objectives are met. The Associate works closely with the Executive Director to the maintain administrative, financial, and office operations of the district council, including membership, sponsorship, programs, communications, and community outreach.

SPECIFIC RESPONSIBILITIES:

Event Logistics

• Open events in database.
• Coordinate complimentary tickets.
• Update event communications.
• Assist with preparing meeting visuals.
• Schedule volunteers.
• Coordinate with venues.
• Select and initiate contracting with venue/caterer/contractors.
• Set up vendors and collect necessary billing information.
• Coordinate and distribute calendar invitations.
• Create, organize, and distribute name tags.
• Obtain and distribute certificate of insurance.
• Invoice sponsors and coordinate benefits.
• Reconcile database for attendance.

Database Entry/Maintenance

• Enter attendees for non-preregistration events.
• Enter committee/council memberships.
• Update member and event information.
• Enter information from business cards.
• Coordinate memberships included with sponsorship benefits.
• Handle monthly download and distribution of new member join list.
• Create invoices.

Administrative

• Order committee, council, and forum lunches.
• Place reservations for committee events.
• Write thank-you notes.
• Field general phone calls and emails.
• Monitor other organizations’ calendars.
• Create and submit payment vouchers and follow up on accounts receivable.
• Maintain and purchase office supplies.

QUALIFICATIONS:

• Ability to initiate and prioritize tasks and handle multiple tasks concurrently and completely with responsible follow-through and minimal supervision.
• Self-motivated, demonstrating meticulous attention to both details and deadlines.
• Professional oral and written communication and interpersonal skills to work with senior business and public-sector executives.
• Ability to provide courteous customer service and maintain professional relationships with coworkers in a fast-paced environment.
• Proven project and office management skills, including creative problem solving.
• Demonstrated skills in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Meeting and event coordination skills.
• Ability to attend early-morning and evening events is required.
• Ability to travel to events throughout the region.
• Use of personal vehicle may be required for local travel.

EDUCATION:

• BA/BS degree or related experience preferred.

APPLICATION INSTRUCTIONS:

To apply, please follow the link below. Please submit a résumé and a letter of interest.

ULI is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

EOE/m/f/d/v. No relocation reimbursement is offered at this time.

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