Events Assistant

Palm Beach Atlantic University; West Palm Beach (FL); On-site; USD 25,000 - 30,000; Part time

Job summary

Palm Beach Atlantic University is seeking a part-time Events Assistant to provide logistical and administrative support for signature university events. This role involves event preparation, guest communication, and on-site execution while ensuring a positive guest experience.

Ideal candidates should have post-high school training, excellent customer service skills, and the ability to work a flexible schedule including evenings and weekends.

Qualifications

• Prior experience assisting with special events preferred.
• High level of professionalism required.
• Ability to maintain confidentiality.

Responsibilities

• Provides logistical and administrative support for university events.
• Assists with event setup, execution, and follow-up.
• Prepares event materials including nametags and signage.

Skills

Customer Service Orientation

Professionalism

Effective Communication

Attention to Detail

Problem-solving

Teamwork & Collaboration

Education

Post-high school training

Bachelor’s degree preferred

Job description

SUMMARY

In support of the university’s mission and objectives, the Events Assistant provides logistical and administrative support for the university’s signature events. This position assists with event preparation, guest communications, data entry, on‑site event execution, and post‑event follow‑up. The role serves as a key support staff member for donor, alumni, parent, community, and campus events and must be available to work a flexible schedule that includes evenings and weekends as needed. This is a part‑time position, working up to 29 hours per week.

Signature Events Support

• Assists with event setup and breakdown, including placement of signage, registration materials, décor, and event supplies.
• Provides registration and hospitality support during events by welcoming guests, assisting with check‑in, and directing attendees as needed.
• Transports and delivers event materials, supplies, and equipment to on‑campus and off‑campus event locations.
• Monitors event spaces to ensure supplies, materials, and guest‑facing areas remain organized, stocked, and presentation‑ready.
• Assists with the scheduling, preparation, orientation, and coordination of volunteers and student workers during events as directed.
• Supports post‑event activities, including distribution of follow‑up communications, collection of event materials, and completion of administrative tasks, as assigned.
• Provides general on‑site event support to help ensure a positive guest experience and the smooth execution of Advancement events.

Administrative Support

• Prepares nametags, registration materials, signage, table tents, packets, and other event materials as directed.
• Assists with Cvent management and support, filing, document preparation, photocopying, mail merges, and mailing projects.
• Maintains inventory of event supplies and promotional materials.
• Organizes and maintains event files, storage areas, and supply closets.
• Assists with assembling donor, alumni, and guest correspondence packets.

Departmental Support

• Provides office support for the Advancement team.
• Assists with special projects and seasonal initiatives.
• Attends departmental meetings and training sessions as requested.
• Other duties as assigned.

Qualifications

Education – Post‑high school training required; bachelor’s degree preferred, or equivalent experience.

Experience – This is an entry‑level position. Prior experience assisting with special events preferred.

Essential Competencies (Knowledge, Skills, and Abilities)

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g., timeliness, reliability, communication, and work ethic.
• Christ‑First Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Conflict Management – Functions professionally and wisely during difficult conversations, while under stress, and while managing challenging situations.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well‑articulated messaging across a wide variety of audiences.
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable.
• Problem‑solving – Anticipates, evaluates, diagnoses, and resolves problems in a systematic and fact‑based manner.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross‑functionally.

Additional Requirements

• Ability to travel up to 10% of the time.
• Ability to work non‑routine hours as needed.
• Ability to traverse campus and stairs.
• Ability to lift/move objects up to 50 pounds.