University Events Assistant

Job Description Summary:

This position will assist the University Events Director and the University Events Department in coordinating event requests and setups for university-wide events, external events, and summer camps. As an Event Assistant, you will play a pivotal role in supporting our Events Director and Events Coordinator in planning, organizing, and executing various events. You will be responsible for providing essential support in administrative tasks, logistics coordination, and ensuring that every detail is accounted for to guarantee the successful execution of multiple events.

Key Responsibilities

Administrative Support:

• Light office duties such as answering the department phone and managing the University Events department emails
• Managing the University Events Department Calendar
• Handle event-related paperwork such as invoices, event timelines, and create floor plans
• Maintain accurate event records and databases
• Manages the inventory closet
• Interfaces with external clients

Communication And Correspondence

• Act as a liaison between clients, vendors, and internal teams
• Respond promptly to external client inquiries and requests
• Prepare and distribute event-related materials, such as internal work orders, banquet event orders, event reports, and event guides
• Conduct pre-event site/university tours with potential clients
• Lead weekly events meetings with other departments
• Provides Welcome Letters to our Summer Camps
• Communicates purchasing needs to the University Events Director

On-Site Event Support

• Check on event setups done by our facilities department and dismantle event spaces, including decor and equipment
• Provide stellar customer service to both internal and external constituents
• Willingness to provide on-site support during events
• Assist the Events Director and Events Coordinator with large-scale campus events such as Commencement, Orientation Weekend, and Alumni Weekend
• Maintains a positive and collaborative work environment for students, faculty, and staff
• Provides audio/visual support to University Events as needed
• Serving as a team lead/shift leader for student workers in Director and Coordinator's absence

Problem-Solving

• Address any unforeseen issues or challenges that may arise during events
• Implement effective solutions to ensure events run smoothly
• Informs the University Events Director of any issues
• Other duties as required by management