Event Assistant

In this role, you'll collaborate with university clients to bring their event visions to life-assisting with logistics, venue setups, and food and beverage operations. You'll also provide guided tours, support sales efforts, and stay informed on industry trends to enhance event planning services. Strong communication skills and a customer-focused approach will be essential as you work to deliver exceptional experiences for students, faculty, and guests.

If you thrive in a fast-paced, detail-oriented environment and enjoy engaging with people, this is the perfect opportunity to develop your event planning skills while contributing to the vibrant campus community!

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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• Serve as the primary point of contact for the Event Planning Office with Catering, Kitchen and Set-up Team at daily meetings as well as Banquet Event Operations meeting.
• Handles client inquiries, visitor questions and internal team questions. Respond to phone calls and emails, provide event information, and direct communications to appropriate staff.
• Assist with scheduling and coordinating event bookings, maintaining calendars, and updating event details in software systems. Oversee event logistics, including set-up, tear-down, catering coordination,
  staffing recommendations, and vendor management. Ensure event contracts, budgets, and banquet orders are accurate and aligned with client needs.
• Prepare and distribute reports, agendas, and event-specific materials such as displays and product information. Support risk mitigation efforts, enforce safety protocols, and resolve on-site issues during events. Support Event Planning Office in project and event logistics as needed.
• Collaborate with catering, audio/visual, and facilities teams to ensure smooth event execution.
• Maintain office efficiency through routine administrative tasks, record-keeping, and developing standard procedures. Analyze event outcomes, prepare reports, and contribute suggestions for continuous improvement. Other duties as assigned.

Knowledge, Skills, and
Abilities:

• Ability to professionally communicate and collaborate with a diverse range of clients, staff and University leaders.
• Ability to manage multiple tasks, prioritize work and meet deadlines in a fast-paced environment.
• Proficient knowledge of basic office equipment and Microsoft Office Suite.
• Knowledge of credit card payment processes and basic accounting principles.
• Ability to problem solve in high stress situations.
• Knowledge of venue setup, logistics coordination, and food and beverage operations.
• Familiarity with industry trends and best practices in event management.

Physical Requirements:

• Must be able to occasionally transport/move up to 10lbs.

• High school diploma or high school diploma equivalency is required.
• Minimum of 3 years of relevant experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

• Experience in event planning, hospitality, or related fields.