Event Assistant

This position works under the direction of the Event Coordinator to oversee student events and logistics at Utah State University. The role involves preparing logistical arrangements, generating work orders, and handling billing for events. Duties include multi-level planning, customer service, correspondence, risk management, safety protocol generation, and database management. The position works directly with USUSA representatives and Campus Administration, and presence at events is necessary.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Requirements

• Minimum of six months related office experience, event planning experience, event administration, or hospitality/tourism Industry-related experience.
• 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 to prioritize assignments is critical.
• Ability to operate standard office equipment.
• Knowledge of basic accounting/bookkeeping practices and procedures.
• Ability and willingness to conform to department and event dress codes.

Nice to have

• 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.