Event Assistant

Position Summary

The Event Assistant/Event Scheduler serves as the initial contact for internal and or community non-academic scheduling requests and schedules space for external customers; provides information to requesters regarding event scheduling policies and procedure; assist Manager of Event and Food Services with accounts receivable. Additionally, the Event Assistant assigns resources, confirms reservations, generates work orders and assists in event setup and support, communicates event needs to service providers and generates confirmation letter for external customers as well as performs general office duties. The Events assistant provides guidance in the use of the College event scheduling system and assist the Manager of Event and Food Services with the updating of data in the scheduling system. Oversee the scheduling and monitor Information Exchange Tables.

Job Duties and Responsibilities

• Process internal requests for college events received through the 25 Live scheduling system including communicating the event needs to the College service providers.
• Assist with training of college users in 25 Live.
• Confer with internal and external customers regarding event and meeting requirements determining the appropriateness of location, setup, equipment, and staffing.
• Confirm event reservations with customers, including scheduled space and resources.
• Develop contingency plans and manage last-minute changes to scheduled events
• Process facilities use request forms received from external customers and enter information into the 25 Live scheduling system.
• Assist with preparation of confirmation/contract letters and invoices for external clients.
• Ensure that clients are made aware of guidelines and policies governing the use of college facilities.
• Process facility rental payments, and forward to Accounts Receivable.
• Coordinate information exchange table scheduling for both internal and external groups and ensure adherence to college policies regarding usage of information tables and approve vendor fliers for display on campus bulletin boards in accordance with college policies.
• Coordinate the schedule of the Pascal Center Art Gallery exhibits with the internal and external exhibitors.

Required Qualifications

• Successful office experience
• Working knowledge of MS Office
• Ability to engage with internal and external contacts to share information, build relationships, or gain cooperation; with tact and diplomacy.
• Up to six months of experience
• High School degree or equivalent

Preferred Qualifications

• Event support and hospitality experience

Pay

• $18/hr

Schedule

• Varies