Event Planning Assistant II

UND Careers; Grand Forks (ND); On-site; USD 36,000 - 44,000; Full time

Job summary

University of North Dakota is seeking an Event Planning Assistant II to provide operational and administrative support for the Division of Research & Economic Development's events, site visits, and communications activities. You will coordinate logistics, prepare meeting materials, and assist with content updates.

You will work with the Strategic Engagement & Events Manager and the Marketing & Communications Manager to promote UND's research enterprise and ensure successful event execution and

Qualifications

• Associate's degree required.
• Two years of professional work experience at a broadcast media outlet, creative agency, entertainment marketing environment, or similar; (or 1 year of experience with a bachelor's degree).
• Experience with Adobe Creative Suites.
• Experience with website management and social media trends.
• Successful completion of a Criminal History Background Check.

Responsibilities

• Coordinate Division Events, Site Visits, and Logistics: reserve spaces, catering, transportation, AV, parking; prepare agendas and registrations.
• Coordinate vendors, shipments, promotional materials, and event supplies; maintain calendars and planning docs.
• Provide on-site support for events, conferences, and executive visits.
• Provide Marketing and Communications support: develop digital and print materials, social posts, and event promotions.

Skills

Excellent written communication

Detail-oriented

Interpersonal skills

Project management

Microsoft Office

Education

Associate's degree

Tools

Adobe Creative Suite

Qualtrics

OmniUpdate

WordPress

Job description

Salary/Position Classification

• $40,300 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks, ND campus

Purpose of Position

As a professional member of the Communications, Marketing and Events team, this position reports to the Executive Director of Economic Development. The Event Planning Assistant II provides operational and administrative support for the Division of Research & Economic Development's events, executive site visits, and communications activities. Working closely with the Strategic Engagement & Events Manager and the Marketing & Communications Manager, this position coordinates event logistics, prepares meeting materials, supports website and social media updates, and assists with communications and promotional content.

This position helps promote the Division of Research & Economic Development and UND's research enterprise to internal and external audiences, supporting research engagement, strategic initiatives, and a positive public image of the university. The position collaborates with partners across campus to advance the division's priorities and ensure the successful execution of events and communications.

Duties & Responsibilities

• Coordinate Division Events, Site Visits, and Logistics
  • Coordinate logistical details for division events, conferences, outreach activities, and executive site visits under the direction of the Strategic Engagement & Events Manager.
  • Reserve meeting spaces, coordinate catering, transportation, audiovisual services, parking, and other event resources.
  • Prepare detailed agendas, itineraries, schedules, registration materials, and event documentation.
  • Coordinate vendors, shipments, promotional materials, and event supplies in accordance with university procedures.
  • Maintain event calendars, checklists, and planning documentation.
  • Provide on‑site support for events, conferences, and executive visits, including setup, troubleshooting, and event execution.
• Provide Marketing and Communications Support
  • Support the Marketing & Communications Manager in developing digital and print communication materials.
  • Create and update basic digital assets, social media posts, event promotions, and presentation materials.
  • Assist with photography, content collection, and organization of communication assets during events.
  • Update division websites and maintain routine web content.
  • Assist with newsletters, email communications, and other routine communication activities.
• Manage event materials and administration operations
  • Maintain inventories of promotional materials, event supplies, signage, and branded merchandise.
  • Coordinate preparation, shipping, receiving, and storage of event and conference materials.
  • Maintain event records, files, and operational documentation.
  • Track project timelines, task lists, and logistical deadlines.
  • Assist with purchasing and procurement activities in accordance with university procedures.
• Provide Customer Service and Stakeholder Support
  • Serve as a point of contact for event participants, visitors, vendors, and internal stakeholders.
  • Assist guests, speakers, and visitors before and during events and site visits.
  • Coordinate communication with university service departments to support successful event execution.
  • Maintain a professional, welcoming environment for university guests and partners

Required Competencies

• Excellent written communication skills, including grammar, writing, editing, and proofreading skills.
• Detail-oriented and well-organized.
• Self-motivated with strong interpersonal skills and commitment to working collaboratively with Marketing and other departments/colleges across campus.
• Ability to manage multiple projects, set priorities, and meet deadlines.
• Proficiency in Microsoft Office, including Excel, Access, Word, Outlook, and PowerPoint

Minimum Requirements

• Associate's degree
• Two years of professional work experience at a broadcast media outlet, creative agency, entertainment marketing environment, or similar; (or 1 year of experience with a bachelor's degree).
• Experience with Adobe Creative Suites.
• Experience with website management and social media trends
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identityand eligibility to work in the US and to complete the required employment eligibility verification form upon hire.This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Bachelor's degree in Communications, Graphic Design, Marketing or related field
• Experience with North Dakota University System and University of North Dakota policies and procedures.
• Experience working with project management tools and technology, including Qualtrics, OmniUpdate, and WordPress.