University of Michigan

Events Assistant

Intercollegiate Athletics

Working Title

: 

Events Assistant

Posting Number

: 

61478

Job Category

: 

Event Planning

Reports To

: 

Associate Director and Assistant Director, Donor Events

Experience Range

: 

2 to 5 Years

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

To apply for this position, please submit your cover letter and resume as one document on the University of Michigan Careers at the U site.

If you are unable to apply via the U-M Jobs site, please submit your cover letter and resume to dev.careers@umich.edu. In the subject line, please type in the Job ID# for which you are applying.

For questions about the U-M application process, please refer to the FAQ page

Position Description

The Events Assistant will provide assistance to the Associate Director and Assistant Director, Donor Events, in the planning and execution of logistics for development events. Primary responsibilities include guest list management and distribution of reports, providing front-line customer service to guests, and production of event materials. The Events Assistant will provide telephone coverage to internal and external constituents, as well as on site support services to event guests and participants. The Events Assistant will provide general administrative support to the Athletic Development Events team.

Characteristic Duties and Responsibilities

Event Support:
- Design comprehensive databases for tracking guest attendance, including daily input of guest information, management of multiple guest lists, and production and distribution of detailed reports.
- Prepare printed items for events, including: invitations, menu cards, name tags, and place cards.
- Create event documents including agendas, memos, maps, drawings, and other informational materials.
- Schedule event planning meetings and conference rooms, prepare meeting agendas, and compile meeting minutes.
- Create and maintain event resources on a per event basis, including filing of event materials into notebooks, distribution of event materials to University archives, organization of electronic files on shared network, and storage of photographs, videos, etc.
- Assist Associate and Assistant Director, as needed, including: vendor follow-up, travel arrangements, preparation of University forms and requisitions, etc.
- Provide on-site staffing for events as requested.

Office Support:
- Provide telephone coverage for events team, .
- Coordinate monthly CONCUR reporting for all staff, including scheduling of review with associate director.
- Oversee inventory and ordering of department event supplies, as well as scheduling and maintenance of department vehicle.
- Perform other duties as assigned, including but not limited to: photocopying, preparing envelopes, scheduling deliveries, department errands, filing, etc.

Note:
- Overtime is required for this position and may include early mornings, evenings, weekends, and holidays. Overtime in the office averages 5-8 hours per week during September-April. Generally, less overtime is required during May-August. In addition to overtime in the office, additional overtime will be required for onsite event staffing (average of 5 hours per week). Overtime hours are not guaranteed and the total amount of overtime required from candidate will vary from week to week based on the schedule of events.
- Travel may be required at times from overnight to a week and may occur any time of the year including holidays.
- Direct supervision is received from the Associate Director, Donor Events, with functional supervision exercised by the Assistant Director, Donor Events on a per project basis. Extensive independence, initiative, and judgment are necessary in the execution of responsibilities.

Required Qualifications

- A bachelor's degree or an equivalent combination of education and experience is necessary.
- Extensive knowledge and working experience using Microsoft Office software and database management software is required, including: Microsoft Access, Word, Excel, and Outlook,and Adobe Photoshop.
- Must demonstrate the ability to balance multiple projects with high-level accuracy in a
deadline driven environment.
- Superior proofreading ability is required.
- Excellent written and verbal communication skills are required.
- Team approach is required.
- Familiarity with the University organization, policies, rules, and regulations is desirable.
- Candidate must be flexible and able to work with changing timelines. Extensive independence, initiative, and judgment are necessary in the execution of responsibilities.
- Candidate must have experience in gathering information through various methods, including the telephone, e-mail, Internet, and in-person visits.
- Prior office experience is required.

Additional Information

Salary commensurate with experience.

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

U-M EEO/AA Statement: The University of Michigan is an equal opportunity/affirmative action employer.