Events Assistant - FT

Position Summary

The Events Assistant supports the planning, coordination, and execution of institutional and donor events, ensuring a seamless and welcoming experience for guests, speakers, and campus partners. This role works collaboratively with the events team and cross-functional departments to manage logistics, maintain timelines, and uphold high standards of hospitality and service.

Essential Duties & Responsibilities

• Coordinate and execute donor stewardship visits and campus events, including scheduling, preparing run-of-show documents, arranging refreshments, and overseeing additional elements such as campus tours, transportation, and lodging when needed.
• Serve as a liaison with campus partners, vendors, and departments to ensure event details are communicated clearly and executed effectively.
• Support the Events Coordinator and Director in managing event-day operations, including vendor coordination, execution support, and adherence to event timelines and service standards.
• Assist with venue setup, décor, hospitality elements, and food and beverage arrangements to create a warm and welcoming environment.
• Gather, prepare, and organize event supplies in advance to ensure readiness for all events.
• Prepare and maintain green rooms to support speaker care and hospitality.
• Maintain accurate guest lists, event data, and organized event documentation within shared systems such as Google Drive.
• Track multiple event timelines and deadlines while collaborating with team members to ensure successful execution.
• Communicate event details, accommodations, and restrictions with vendors and internal stakeholders.
• Provide day-of-event support including setup, troubleshooting, guest assistance, and teardown.
• Assist in post-event evaluation by gathering feedback and analyzing event outcomes to inform future improvements.
• Foster strong communication across departments and with guests, speakers, attendees, volunteers, and vendors.
• Follow established policies, procedures, and event planning checklists to support consistent and high-quality execution.
• Help cultivate a service-oriented atmosphere through professional, courteous, and responsive interactions.
• Keep the event supply office clean, organized, and event-ready by managing inventory, restocking supplies, and washing or preparing reusable event materials.
• Other duties as assigned to support departmental and institutional needs.

Education & Experience

• Bachelor's degree or equivalent combination of education and relevant experience preferred.
• One to three years of event planning, hospitality, or related experience preferred; volunteer experience considered.
• Demonstrated interest in event planning and coordination.
• Experience with event software (e.g., RSVPify) is a plus.

Required Skills & Competencies

• Strong interpersonal and customer service skills with the ability to work effectively with diverse audiences.
• Excellent communication skills, including the ability to convey information clearly and professionally.
• Highly organized with the ability to manage multiple projects simultaneously while maintaining attention to detail.
• Strong administrative skills, including document management, calendar coordination, data entry, and process tracking, with a commitment to accuracy and efficiency.
• Proactive problem-solver with sound judgment and decision-making abilities.
• Collaborative team player who can also work independently and follow direction.
• Adaptable and flexible in response to changing priorities and deadlines.
• Proficiency in Google Workspace and Canva.
• Creative mindset with an eye for detail and event presentation.

Physical Demands & Working Environment

• This is a full-time, non-exempt, hourly position with 40 hours per week expected, mostly during business hours (Monday-Friday, 8:30am-4:30pm). Occasional evenings and weekends will be required with ample notice. Significantly increased hours for the week of graduation should be expected.
• This is an on-campus position.
• Requires prolonged periods of standing, climbing/balancing, stooping/bending.
• Ability to lift a maximum of 50 lbs.
• Requires ability to communicate clearly and concisely using the English language with guests.
• Ability to sustain long periods of loud noise and vibrations.
• Use of color vision and vision.
• Ability to work in an outdoor environment including exposure to varying weather conditions such as heat, cold, rain, or snow.
• Some events may require extended workdays exceeding 12 hours, requiring stamina, professionalism, and sustained attention to detail throughout the duration of the event.

Benefits

• Generous PTO
• Retirement plan contributions
• Medical/dental/vision/life insurance
• Education benefits
• Flexible and casual work environment for most positions
• Faith-based culture rooted in God's word

This response is AI-generated, for reference only.