The Events Assistant will provide assistance in the planning and execution of logistics for development, ceremonial, and presidential events. Primary responsibilities include guest list management and distribution of reports, providing front-line customer service to guests, and production of event materials. The Events Assistant will provide telephone and reception desk coverage to internal and external constituents, as well as on site support services to event guests and participants.
Reports to: Senior Events Manager, Office of University and Development Events
Supervises directly: N/A
90% Event Support:
*Manage event databases for tracking guest attendance, including daily input of guest information, management of multiple guest lists, and production and distribution of detailed reports.
*Prepare printed items for events, including: menu cards, name tags, and place cards.
*Create event documents including agendas, memos, maps, drawings, and other informational materials.
*Schedule event planning meetings and conference rooms, prepare meeting agendas, and compile meeting minutes.
*Create and maintain event file resources on a per event basis, including distribution of event materials to University archives, organization of electronic files on shared network, and storage of photographs, videos, etc.
*Assist Events Managers, as needed, including: vendor follow-up, preparation of University forms and requisitions, etc.
*Provide on-site staffing for events as requested.
10% Office Support:
*Telephone and reception desk coverage
*Perform other duties as assigned, including but not limited to: photocopying, preparing envelopes, scheduling deliveries, department errands, filing, etc.
*Overtime is required for this position and may include early mornings, evenings, weekends, and holidays. Overtime in the office averages 0-4 hours per week during September-April. Generally, less overtime is required during May-August. In addition to overtime in the office, additional overtime may be required for onsite event staffing. Overtime hours are not guaranteed and the total amount of overtime required from candidate will vary from week to week based on the schedule of events.
*Direct supervision is received from the Administrative and Financial Specialist.
*A bachelor’s degree or an equivalent combination of education and experience is necessary.
*Minimum 1-2 years demonstrated office experience required.
*Team approach is required.
*Must demonstrate the ability to balance multiple projects with high-level accuracy in a deadline driven environment.
*Candidate must be flexible and able to work with changing timelines. Extensive independence, initiative, and judgment are necessary in the execution of responsibilities.
*Strong time management, project management, and problem-solving skills are required.
*Superior proofreading ability and written and oral communications skills are required.
*Extensive knowledge and experience using Microsoft Office software, including MS Visio and FileMaker 12.
*Candidate must have experience in gathering information through various methods, including the telephone, e-mail, Internet, and in-person visits.
*Familiarity with the University organization, policies, and procedures.
For additional information about this position and to apply, please visit: http://bit.ly/1yMUgNU
For other current openings in Development, please visit our website at: www.giving.umich.edu/careers