Event Support, Constituent Relations, Temporary

The Event Support temporary position?s primary responsibilities include guest list management; providing front-line customer service to guests; and production of event materials and reports for multiple different events simultaneously while maintaining excellent attention to detail and meeting deadlines.

65% Event Reporting & Guest

Experience:

• Support constituent relations team members with the preparation and execution of multiple concurrent events.
• Maintain event databases and guest lists, including invitee information, RSVPs, attendance, dietary needs, seating details, and other event-specific information.
• Review and update event information to ensure accuracy, consistency, and appropriate handling of confidential or sensitive guest data.
• Manage invitee and guest lists for invitations, reminders, and confirmation mailings.
• Proactively provide planning team recommendations regarding guest experience and event execution.
• Create and update reports related to attendance, seating, dietary, leadership, and additional event-specific reports as needed with exceptional accuracy and attention to detail.
• Communicate with guests to provide event information and collect RSVPs.
• Prepare, organize, pack, transport, and inventory event supplies before and after events.
• Maintain organized event storage and supply areas.
• Prepare event briefing materials including guest lists, agendas, and other reports.
• Produce printed event materials, including name tags, place cards, chair cards, registration materials, signage, and diagrams.
• Provide on-site event support, including guest registration, way finding, troubleshooting, and other guest-service responsibilities.
• Perform other event-support duties consistent with the scope of the temporary assignment.

20% Data Analytics:

• Provide informed recommendations on the invitation criteria needed for events and use data to support the invitation list size, expected guest list yield, and alignment with the event goals.
• Use event data to identify trends, summarize participation, and support guest-list and event-planning decisions.
• Create clear, timely reports and basic data summaries for event teams and University Sponsors.
• Maintain event and guest data in University systems, ensuring data is accurate, current, and consistently formatted.
• Review, validate, and reconcile data to identify inaccuracies, duplicates, or missing information.
• Produce clear, accurate, and timely reports and data summaries that support event planning, guest-list development, and RSVP tracking.

15% Education and Special Initiatives:

• Meet with supervisor and other team members regularly to review priorities, deadlines, and assignments.
• Suggest potential improvements that improve the work we do and the events we produce.
• Attend monthly development council meeting.
• Professional development, including exploration of the department's other pillars: event management, relationship management, strategy, and marketing.

Note:

• Overtime may be required for this position and may include early mornings, evenings, and weekends.
• Travel to staff events may be required and may include weekends and holidays.

• Minimum 2 years of demonstrated office or event experience.
• Previous experien ce working in a collaborative/team setting.
• Demonstrated ability to balance multiple projects with high-level accuracy in a deadline-driven environment.
• 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.
• Demonstrated ability and passion for providing excellent customer service to event…