Community Events Assistant

Job Description

An advanced non-profit technology community founded in 1996 by the nation’s leading higher education institutions, Internet2 provides a collaborative environment for U.S. research and education organizations to solve shared technology challenges and develop innovative solutions supporting their research, educational, and community service missions. Today, Internet2 stands at the intersection of infrastructure and innovation, operating a state-of-the‑art national research and education network while simultaneously advancing a comprehensive service portfolio spanning trust and identity solutions, cloud programs and services, research engagement initiatives, and community‑building programs.

This integrated approach enables Internet2 to deliver unique value that empowers its diverse membership, including universities, government agencies, regional networks, corporations, and leading research and education organizations.

The Internet2 Community Engagement Division is seeking a Community Events Assistant to support Internet2 in‑person and virtual events as part of the community events team. This position will contribute to the successful planning, execution, and follow-up of conferences and events (both in‑person and virtual) by anticipating and meeting the needs of the member community and internal Internet2 stakeholders.

This position will be responsible for ensuring administrative needs are fulfilled – including but not limited to – registration support, webpage support tasks, data management, sponsor fulfillment tasks, on‑site event support, financial reconciliations, and other administrative tasks necessary for successful event implementation. This role offers an excellent opportunity on a remote HR team within a dynamic and impactful environment. This position reports to the Director of Community Events.

It will require some work in the Ann Arbor office up to five days per week and sometimes with limited notice.

• Execute meeting‑specific tasks as assigned
• Maintain databases and supporting correspondence, records, minutes, and files
• Design, compile, and distribute reports from various systems, including Stova and Salesforce
• Maintain event‑related web pages
• Support sponsorship fulfillment by coordinating deliverables, collecting and placing sponsor assets (logos, materials) on website and marketing collateral, and maintaining organized records of sponsorship correspondence while managing deadlines for deliverables
• Manage sponsorship administration including preparing and processing invoices, maintaining agreements and documentation, tracking fulfillment status in internal systems (Stova, Salesforce, Monday), and compiling reports for planning and post‑event analysis
• Coordinate logistics for promotional items and swag including ordering, inventory management, packing/shipping to/from event sites, and onsite delivery to sponsors
• Perform on‑site, event‑specific administrative duties such as set up and tear down of registration equipment, room monitoring/help desk coverage, sponsor logistics assistance, and general administrative support during events
• Pack, ship, and maintain inventory of supplies
• Maintain internal and external events calendars
• Process event attendee registrations and participate in on‑site registration team as necessary
• Provide customer support at meetings by courteous and attentive interaction with attendees
• Receive, distribute, submit, and reconcile event invoices for payment
• Assist in post‑meeting tasks including compiling various event reports and collections for outstanding invoices as directed
• Active participation in interdepartmental planning teams, or other teams as assigned
• Perform general administrative duties including, but not limited to, copying, document creation, calendaring, and travel arrangements
• Perform other duties as assigned

• 2+ years of experience in administrative support, customer service and/or event planning.
• Strong computer skills, especially Microsoft Word and Excel, E‑mail, Calendar Software, and Google products.
• Ability to lift/carry/push/pull boxes up to 30 pounds.
• Ability to work in the Ann Arbor Office…