Event Assistant

## Overview The Office of Events is a growing department whose primary function is to assure the events hosted by Utah State University, "Exceed Expectations". The primary purpose of this position is to work under the direction of the Event Coordinator overseeing Student events and logistics. This position will assist in preparing various logistical arrangements, work order generation, and billing for the events. Duties include multi-level planning, customer service, correspondence, possible social media coordination with Marketing, emailing, risk management, safety protocol generation, customer billing, database management, and other activities related to event and group management and administration. This position will work directly with the USUSA representatives as well as with Campus Administration for student events. Presence at events is necessary. **Working Schedule:** 20 hrs/week. Primarily between 8 a.m. – 5 p.m. M-F, however schedule will vary with event schedules, and will include some evenings, weekends, and holidays throughout the year. Ability and availability to travel is unlikely but may be required for some events or trainings. ## Responsibilities **Event Coordination** - Assists with arrangements for meeting facilities, lodging, food service, parking, etc. - Demonstrates excellent writing, grammar, editing, and proofreading skills. - Present at events, on site or off site, as needed to provide support. - Assists with marketing/promotional aspects of the program and prepares event scripts and signage. - Works to prepare venues and event sites with various organizations on campus. - Serves as primary contact for the event sponsor and works closely with them on specific needs. **Database Management** - Manages all documents related to the event including work order requests, event notes, contracts, billing, and other documents required. - Facilitates communications for client and working crews for review and input. **Financial & Bookkeeping** - Demonstrates knowledge of simple bookkeeping principles. - Tracks and files expenditures and receipts as they occur. - Records and files Purchasing Credit Card receipts, following department and USU policies. - Event closeout billing and reconciliation. **Customer service and Public Relations Skills** - Presents positive public relations image by representing self in professional demeanor at all times. - Maintains good working relationships with internal staff and works cohesively with supervisors. - Keeps accurate, timely, legible notes of meeting and/or client discussions. - Works closely with a wide variety of campus entities, including Facilities, Athletics, Faculty, Staff, Students and Admins as it relates to events. ## Qualifications **Minimum Qualifications** - Minimum of six months related office experience, event planning experience, event administration, or hospitality/tourism Industry-related experience. **Preferred Qualifications** - Preference will be given to candidates with experience in events, program coordination, and/or project management responsibilities. - Preference will be given to candidates who have background in the general operations of the University as it relates to accounting, purchasing, auxiliary interface, travel regulations, and scheduling. **Knowledge, Skills, and Abilities** - Ability to speak, read, write, and communicate effectively with clients - Ability to work unsupervised when needed and to fill in for the Assistant Director in some instances. - Strong organizational skills and attention to detail. - Strong working knowledge of Microsoft Word and Excel and the ability to learn how to work with other departmental systems for which training is provided. - Ability to meet deadlines in a high stress environment and handle many tasks simultaneously. - High level of initiative, self-motivation, and a positive attitude. - Strong clerical and record keeping skills; knowledge of filing systems and information management systems. Ability t…