This role provides event preparation and support to key alumni engagement and annual giving events in the summer and fall seasons including Commodore Launch events, Move-In Weekend, Parents and Family Weekend and Reunion events. The Event Assistant will work in a phased approach – with a variety of teams – beginning with Commodore Launches, Move-In Weekend, Family Weekend, and Reunion. Assistant will be managed by members of each team, in a collaborative manner. The primary function is to perform support services, some of which may include confidential information. The Event Assistant must function with a high degree of professionalism. Candidates should reside in Middle Tennessee; this role is hybrid, requiring specific in-office dates.
Specific Duties include:
- Working closely with our event system (AlumnIQ) to manage registrations and maintain reporting
- Working closely with staff on creating/proofing/sending invitations & reminders
- Maintaining master planning and tracking documents
- Generating name tags and attendee lists
- Completing tasks in a timely manner, by the scheduled due date of each event
- Assisting in preparing, mailing and/or assembling materials for all events
- On-site event support, including event set up and registration
- Post-event duties as assigned; reconciliation of registrations in event system (AlumnIQ) andreporting
Primary Skills include:
- Advanced proficiency with Microsoft Word, Excel, Outlook
- Strong interpersonal skills, and effective oral and written communication skills
- Ability to perform and manage multiple projects on a regular basis
- Strong time management and organizational skills
- Ability to keep private information confidential
- Ability to work independently, assuming responsibility, prioritizing, and carrying out duties with minimal supervision
Non-Negotiable Dates (candidates must be available on-site for all dates, including weekend & evening hours):
- Move-In Day – Wednesday, August 19 and Saturday, August 22
- Family Weekend – Friday, September 18 – Sunday, September 20
Additional in-office days of September 14-17.
- Reunion Weekend - Thursday, October 15 – Sunday, October 19
Additional in-office days of: September 21-23 & 28-30 and October 5-9, 12-14 & 19-23
