Event Support, Constituent Relations, Temporary (2 Openings)

University Of Michigan; Ann Arbor (MI); Hybrid; USD 42,000 - 60,000; Full time

Job summary

University of Michigan is seeking an Event Support professional in Ann Arbor for temporary roles supporting Constituent Relations. Responsibilities include guest list management, guest-service delivery, and producing event materials for multiple events while maintaining high attention to detail and meeting deadlines.

The role emphasizes data analytics on invitations, attendance, and RSVP tracking, with on-site support and travel as needed.

Qualifications

• Minimum 2 years of demonstrated office or event experience.
• Experience working in a collaborative/team setting.
• Ability to balance multiple projects with high accuracy under deadlines.
• Flexible with changing timelines and strong initiative is required.
• Strong time management, project management and problem-solving skills.
• Excellent customer service to event guests, including high-level attendees.
• Strong written and verbal communication; proofreading skills.
• Proficiency with Microsoft Office applications (Publisher, Excel, Word).

Responsibilities

• Support preparation and execution of multiple concurrent events.
• Maintain guest lists, RSVPs, attendance, dietary needs, seating and other data.
• Update event information for accuracy and confidentiality.
• Manage invitations, reminders and confirmations.
• Provide planning team recommendations on guest experience.
• Create and update attendance, seating and leadership reports.
• Prepare event briefing materials and printed materials (name tags, signage).
• Provide on-site event support including registration and wayfinding.
• Transport, organize and inventory event supplies before/after events.
• Produce timely event reports and data summaries for teams.

Skills

Event coordination

Customer service

Data management

MS Office

Tools

MS Publisher

MS Excel

MS Word

Database software

Cvent

Teamwork.com

Formstack

Blackbaud CRM

Job description

Event Support, Constituent Relations, Temporary (2 Openings)

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 experien ce 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
• 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.