Event Operations Assistant

About the role

The Event Operations Assistant works alongside the Event Manager in the planning, preparation, and execution of special events for the University and the Division of University Advancement. This is a part-time position of approximately 20 hours per week, with some flexibility in scheduling to accommodate event timelines; occasional evening and weekend work is required to support event execution.

Responsibilities

• Maintaining organized documentation of past and current events, including timelines, run-of-show documents, and post event summaries
• Building and managing budgets for upcoming events, tracking expenses against projections, and assisting in forecasting and planning budgets for future fiscal years
• Establishing and maintaining an inventory system specific to the events department, tracking signage, décor, equipment, and supplies
• Partnering with the Event Manager to write and refine standard operating procedures, using AI tools to draft, organize, and streamline documentation
• Providing general event planning support across the full lifecycle of an event, from early logistics and vendor coordination through on-site execution and post-event wrap-up
• Serving as a first point of contact for vendors, gathering quotes, tracking and following up on deliverables
• Managing guest lists and RSVPs events, including name badges, and dietary or accessibility notes
• Building reusable checklists and templates for recurring events
• Compiling post-event recaps and simple feedback surveys to capture what worked, what didn’t, and lessons for next time
• Handling routine correspondence and emails
• Other duties as assigned

Qualifications

• Associate's degree or equivalent years of experience
• Highly organized and process-oriented, with a natural instinct for keeping multiple moving parts on track simultaneously
• Excellent interpersonal and communication skills, written and verbal
• Comfortable managing multiple details and assisting with several events in different stages of development at the same time
• Experience managing a budget or household/personal finances translates well here — comfort with tracking expenses and staying within limits is valued
• Creativity to connect audiences to events and advance the goals of the university
• A steady, solutions-first approach to resolving problems with vendors, departments, or guests
• Proven ability to manage shifting priorities and timelines gracefully — the kind of adaptability built from coordinating complex, competing schedules
• Innovative, self-motivated, proactive, and a strong team player

Skills

• Preferred: Bachelor's degree or equivalent

Pay

The hourly pay rate is $17-$18, depending on experience.

Schedule

This is a part-time position of approximately 20 hours per week, with some flexibility in scheduling to accommodate event timelines; occasional evening and weekend work is required to support event execution.