Event Operations Assistant

Weber State University is an Equal Opportunity Employer committed to creating an environment welcoming to all individuals. We strive to create a culture where everyone feels valued and appreciated. All qualified applicants will receive consideration for employment without regard to protected categories, such as disability, sex, sexual orientation, gender identity, race, religion, national origin, veterans status, or others, as required by law and university policy (see Weber State University's Policy and Procedure Manual 3-32).

Position Information

Position Title

Position Title Event Operations Assistant

Requisition Number

Requisition Number H02055P

Position Category

Campus Location

Campus Location Weber State University - Ogden, UT

Hours per week 20

Months per year

Pay Grade

Hourly Pay Rate

Hourly Pay Rate $17-$18 depending on experience

FLSA

Job Summary/Basic Function

Job Description 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. Specific events include spring and fall commencement exercises, the Lindquist Summer Pops Concert, ribbon cuttings, groundbreakings, donor-related and stewardship events, legislative events, and VIP dinners and luncheons among others. 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.

Roles and Responsibilities The Event Operations Assistant supports the Event Manager by maintaining organized documentation of past and current events, including timelines, run-of-show documents, and post event summaries, so that institutional knowledge is preserved and easily accessible for future planning. This individual helps build and manage budgets for upcoming events, tracks expenses against projections, and assists in forecasting and planning budgets for future fiscal years, bringing a careful, detail-oriented approach to managing costs across multiple events at once.

This role establishes and maintains an inventory system specific to the events department, tracking signage, décor, equipment, and supplies so that materials are easy to locate, restock, and account for from event to event. The Event Operations Assistant partners with the Event Manager to write and refine standard operating procedures, using AI tools to draft, organize, and streamline documentation so that processes are consistent, repeatable, and easy to hand off or train others on.

More broadly, the Event Operations Assistant provides 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. This includes juggling multiple moving pieces and shifting timelines at once, staying calm and resourceful when plans change last minute, and bringing creative problem-solving to the small details that make an event run smoothly for guests, VIPs, and university leadership alike.

Additional Roles and Responsibilities

• 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.

Required Qualifications

Associates degree or equivalent years experience.

Preferred Qualifications

• Bachelors degree or equivalent
• 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…