Event Operations Assistant

Weber State University; Ogden (UT); On-site; USD 23,000 - 25,000; Part time

Job summary

Weber State University is seeking an Event Operations Assistant to support planning, preparation, and execution of campus events, including commencements, concerts, donor events, and VIP dinners. This part-time role (~20 hours/week) requires occasional evenings and weekends to align with event timelines.

You will document events, help manage budgets, maintain an inventory system, and draft SOPs using AI tools to keep processes consistent and easy to hand off across multiple events.

Qualifications

• Associates degree or equivalent years experience.
• Bachelor's degree preferred.
• Highly organized and process-oriented with strong multitasking.
• Excellent interpersonal and communication skills, written and verbal.
• Experience managing a budget or finances translates to cost control.
• Ability to coordinate multiple events in development simultaneously.

Responsibilities

• Maintain documentation of events, including timelines, run-of-show, and post-event summaries.
• Build and manage budgets, track expenses, and assist in forecasting future budgets.
• Establish an inventory system for signage, décor, equipment, and supplies.
• Draft standard operating procedures using AI tools for consistent processes.
• Support full lifecycle of events from logistics to on-site execution and wrap-up.
• Coordinate with vendors, manage guest lists, RSVPs, and accessibility notes.

Education

Associates degree or equivalent years experience

Bachelor's degree (preferred)

Tools

Microsoft Office

Job description

Weber State University is an Equal Opportunity Employer committed to creating an environment welcoming to all individuals. We strive to create a culture where everyone feels valued and appreciated. All qualified applicants will receive consideration for employment without regard to protected categories, such as disability, sex, sexual orientation, gender identity, race, religion, national origin, veterans status, or others, as required by law and university policy (see Weber State University's Policy and Procedure Manual 3-32).

Position Information

Position Title

Position Title Event Operations Assistant

Requisition Number

Requisition Number H02055P

Position Category

Campus Location

Campus Location Weber State University - Ogden, UT

Hours per week 20

Months per year

Pay Grade

Hourly Pay Rate

Hourly Pay Rate $17-$18 depending on experience

FLSA

Job Summary/Basic Function

Job Description The Event Operations Assistant works alongside the Event Manager in the planning, preparation, and execution of special events for the University and the Division of University Advancement. Specific events include spring and fall commencement exercises, the Lindquist Summer Pops Concert, ribbon cuttings, groundbreakings, donor-related and stewardship events, legislative events, and VIP dinners and luncheons among others. This is a part-time position of approximately 20 hours per week, with some flexibility in scheduling to accommodate event timelines; occasional evening and weekend work is required to support event execution.

Roles and Responsibilities The Event Operations Assistant supports the Event Manager by maintaining organized documentation of past and current events, including timelines, run-of-show documents, and post event summaries, so that institutional knowledge is preserved and easily accessible for future planning. This individual helps build and manage budgets for upcoming events, tracks expenses against projections, and assists in forecasting and planning budgets for future fiscal years, bringing a careful, detail-oriented approach to managing costs across multiple events at once.

This role establishes and maintains an inventory system specific to the events department, tracking signage, décor, equipment, and supplies so that materials are easy to locate, restock, and account for from event to event. The Event Operations Assistant partners with the Event Manager to write and refine standard operating procedures, using AI tools to draft, organize, and streamline documentation so that processes are consistent, repeatable, and easy to hand off or train others on.

More broadly, the Event Operations Assistant provides general event planning support across the full lifecycle of an event, from early logistics and vendor coordination through on-site execution and post-event wrap-up. This includes juggling multiple moving pieces and shifting timelines at once, staying calm and resourceful when plans change last minute, and bringing creative problem-solving to the small details that make an event run smoothly for guests, VIPs, and university leadership alike.

Additional Roles and Responsibilities

• Serving as a first point of contact for vendors, gathering quotes, tracking and following up on deliverables.
• Managing guest lists and RSVPs events, including name badges, and dietary or accessibility notes.
• Building reusable checklists and templates for recurring events
• Compiling post-event recaps and simple feedback surveys to capture what worked, what didn’t, and lessons for next time.
• Handling routine correspondence and emails.
• Other duties as assigned.

Required Qualifications

Associates degree or equivalent years experience.

Preferred Qualifications

• Bachelors degree or equivalent
• Highly organized and process-oriented, with a natural instinct for keeping multiple moving parts on track simultaneously.
• Excellent interpersonal and communication skills, written and verbal.
• Comfortable managing multiple details and assisting with several events in different stages of development at the same time.
• Experience managing a budget or household/personal finances translates well here — comfort with tracking expenses and staying within limits is valued.
• Creativity to connect audiences to events and advance the goals of the university.
• A steady, solutions-first approach to resolving problems with vendors, departments, or guests.
• Proven ability to manage shifting priorities and timelines gracefully — the kind of adaptability built from coordinating complex, competing schedules.
• Innovative, self-motivated, proactive, and a strong team player.

If you are passionate about what you could offer and accomplish here at WSU , we would love to hear from you.

Physical Activity of this position Operate, activate, use, prepare, inspect, place, detect, or position. , Expressing or exchanging ideas. Those activities in which they must convey detailed or important instructions to other workers accurately or quickly. , Ability to receive detailed information with or without assistance., Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.

Physical Requirements of this position Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or consistently to move objects, including the human body. Sitting most of the time. Walking and standing only occasionally if ever., Light work. Exerting up to 20 lbs of force occasionally and/or up to 10 lbs of force frequently and/or a negligible amount of force constantly to move objects. Use of arm and/or leg controls exerting forces greater than that for sedentary work.

Visual Acuity Requirements including color, depth perception and field of vision.

Visual Acuity Requirements including color, depth perception and field of vision. Required to perform activities such as preparing and analyzing data and figures; transcribing; using a computer terminal; extensive reading., Required to have close visual acuity to inspect small defects, small parts at distances close to the eye.

The conditions the worker will be subject to in this position.

The conditions the worker will be subject to in this position. None. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Supplemental Questions

Required fields are indicated with an asterisk (*).

• How did you hear about this employment opportunity?
  • jobs.weber.edu
  • KSL
  • Chronicle of Higher Education
  • Higher Ed Jobs
  • Agency Referral
  • Personal Referral
  • Internal Job Posting
  • Advertisement/Publication
  • Other web advertisement
  • Other

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents