Event Support, Constituent Relations, Temporary (2 Openings)

University of Michigan; Ann Arbor (MI); Hybrid; USD 21,000 - 34,000; Part time

Benefits offered by this job

Hybrid work model

Job summary

University of Michigan is seeking a temporary Event Support role to manage guest lists, provide front-line service for multiple events, and generate materials and reports. The position emphasizes strong attention to detail and deadlines in a dynamic university environment.

Responsibilities include event coordination, on-site support, and data-driven improvements for attendance and guest experience, with regular collaboration across teams.

Qualifications

• Minimum 2 years of demonstrated office or event experience.
• Demonstrated ability to balance multiple projects with high-level accuracy in a deadline-driven environment.
• Strong customer service experience in guest-facing roles.
• Excellent proofreading and written/spoken communication skills.
• Adaptability to fast-paced settings and changing timelines.
• Proven ability to work independently with initiative and judgment.

Responsibilities

• Support planning and execution of multiple concurrent events.
• Maintain event databases and guest lists, including RSVP tracking.
• Prepare and organize event materials, signage, and nametags.
• Provide on-site guest services such as registration and wayfinding.
• Produce event reports and attendance/dietary summaries.
• Ensure data accuracy and confidentiality in event records.

Skills

Office experience

Event coordination

Customer service

Time management

Attention to detail

MS Office

Tools

MS Publisher

MS Excel

MS Word

Job description

Job Summary

The Event Support temporary position’s primary responsibilities include guest list management; providing front-line customer service to guests; and production of event materials and reports for multiple different events simultaneously while maintaining excellent attention to detail and meeting deadlines.

Responsibilities

65% Event Reporting & Guest Experience

• Support constituent relations team members with the preparation and execution of multiple concurrent events.
• Maintain event databases and guest lists, including invitee information, RSVPs, attendance, dietary needs, seating details, and other event-specific information.
• Review and update event information to ensure accuracy, consistency, and appropriate handling of confidential or sensitive guest data.
• Manage invitee and guest lists for invitations, reminders, and confirmation mailings.
• Proactively provide planning team recommendations regarding guest experience and event execution.
• Create and update reports related to attendance, seating, dietary, leadership, and additional event-specific reports as needed with exceptional accuracy and attention to detail.
• Communicate with guests to provide event information and collect RSVPs.
• Prepare, organize, pack, transport, and inventory event supplies before and after events.
• Maintain organized event storage and supply areas.
• Prepare event briefing materials including guest lists, agendas, and other reports.
• Produce printed event materials, including name tags, place cards, chair cards, registration materials, signage, and diagrams.
• Provide on-site event support, including guest registration, wayfinding, troubleshooting, and other guest-service responsibilities.
• Perform other event-support duties consistent with the scope of the temporary assignment.

20% Data Analytics

• Provide informed recommendations on the invitation criteria needed for events and use data to support the invitation list size, expected guest list yield, and alignment with the event goals.
• Use event data to identify trends, summarize participation, and support guest-list and event-planning decisions.
• Create clear, timely reports and basic data summaries for event teams and University Sponsors.
• Maintain event and guest data in University systems, ensuring data is accurate, current, and consistently formatted.
• Review, validate, and reconcile data to identify inaccuracies, duplicates, or missing information.
• Produce clear, accurate, and timely reports and data summaries that support event planning, guest-list development, and RSVP tracking.

15% Education and Special Initiatives

• Meet with supervisor and other team members regularly to review priorities, deadlines, and assignments.
• Suggest potential improvements that improve the work we do and the events we produce.
• Attend monthly development council meeting.
• Professional development, including exploration of the department's other pillars: event management, relationship management, strategy, and marketing.

Note

• Overtime may be required for this position and may include early mornings, evenings, and weekends.
• Travel to staff events may be required and may include weekends and holidays.

Required Qualifications

• Minimum 2 years of demonstrated office or event experience.
• Previous experience working in a collaborative/team setting.
• Demonstrated ability to balance multiple projects with high-level accuracy in a deadline-driven environment.
• Must be flexible and able to work with changing timelines. Extensive independence, initiative, and judgment are necessary in the execution of responsibilities.
• Strong time management, project management, and problem-solving skills.
• Demonstrated ability and passion for providing excellent customer service to event guests, including high-level and prominent attendees.
• Previous experience in a customer service role.
• Superior proofreading ability and written and oral communication skills.
• Thrives in a fast-paced work environment.
• Exceptional attention to detail in all areas of work.
• Extensive knowledge and experience using Microsoft Office software, especially MS Publisher, MS Excel, and MS Word.

Desired Qualifications

• Experience with database software.
• Familiarity with teamwork.com, formstack.com, and/or Cvent.
• Strong interest in higher education development and event planning.
• Desire to enhance and improve the University of Michigan’s position as an international leader in development
• Development/Advancement experience
• Exposure to/use of Blackbaud CRM or similar product

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.