Events Assistant

Description 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.

• 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.

This job description is not intended to cover all duties or responsibilities. Responsibilities may change at any time with or without notice.

• 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.

• 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…