Event Assistant

Utah State University; Logan (UT); On-site; USD 15,153 - 20,664; Part time

Job summary

Utah State University is seeking an Event Assistant to support student events and logistics under the Event Coordinator. You will assist with planning, billing, and communications for campus events and work directly with USUSA representatives and Campus Administration. Presence at events is required.

The role involves arranging facilities, writing and editing materials, and coordinating with Marketing for social media and signage. Flexible hours include some evenings and weekends.

Qualifications

• Minimum six months related office experience, event planning, event administration, or hospitality/tourism experience.

Responsibilities

• Assist in arranging meeting facilities, lodging, food service, parking, etc.
• Demonstrate writing, grammar, editing, and proofreading skills.
• Present at events on site or off site to provide support.
• Assist with marketing/promotional aspects and prepare event scripts and signage.
• Prepare venues and event sites with campus organizations.
• Serve as primary contact for the event sponsor and coordinate needs.
• Manage event documents: work orders, notes, contracts, billing, and related items.
• Facilitate communications for client and working crews.

Skills

Communication

Independent work

Organization

MS Word/Excel

Deadline management

Initiative

Record keeping

Office equipment

Accounting/bookkeeping basics

Dress code adherence

Job description

Event Assistant

Location: US-UT-Logan

Position Type: Non-benefited (hourly) Part-Time (20 hrs/week)

Category: Program Management & Support

Salary: $13.00/hr

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, 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 8 a.m. – 5 p.m. M-F, but also evenings, weekends, and holidays. Not likely to travel but may be required for some events or trainings.

Responsibilities

• Assist in arranging meeting facilities, lodging, food service, parking, etc.
• Demonstrate excellent writing, grammar, editing, and proofreading skills.
• Present at events, on site or off site, as needed to provide support.
• Assist with marketing/promotional aspects of the program and prepare event scripts and signage.
• Prepare venues and event sites with various organizations on campus.
• Serve as primary contact for the event sponsor and work closely with them on specific needs.

• Manage all documents related to the event including work order requests, event notes, contracts, billing, and other documents required.
• Facilitate communications for client and working crews for review and input.

• Demonstrate knowledge of simple bookkeeping principles.
• Track and file expenditures and receipts as they occur.
• Record and file Purchasing Credit Card receipts following department and USU policies.
• Handle event closeout billing and reconciliation.

• Presents positive public relations image by representing self in professional demeanor at all times.
• Maintain good working relationships with internal staff and work cohesively with supervisors.
• Keep accurate, timely, legible notes of meeting and/or client discussions.
• Work 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 six months related office experience, event planning experience, event administration, or hospitality/tourism industry experience.

Preferred Qualifications

• Experience in events, program coordination, and/or project management responsibilities.
• 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 fill in for the Assistant Director in some instances.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Word and Excel and ability to learn other departmental systems.
• 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; must prioritize assignments.
• 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.

Required Documents

Please attach a resume to the online application in the Candidate Profile under "Resume/CV". Document size may not exceed 10 MB.

Notice of Non‑discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

Executive Director of the Office of Equity: Matthew Pinner, [e-mail], Distance Education Rm. 401, 435-797-1266

Title IX Coordinator: Matthew Pinner, [e-mail], Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non‑discrimination, please visit https://equity.usu.edu/ or contact the Office of Equity.