Meetings & Special Events Asst

University of Michigan; Ann Arbor (MI); Hybrid; USD 42,000 - 56,000; Full time

Job summary

The University of Michigan Law School seeks a dynamic Events Assistant/Receptionist to join our Events team. You will be the first point of contact for visitors and callers, while supporting planning and execution of conferences, ceremonies, and workshops.

The role blends front-desk duties with hands-on event coordination in a fast-paced academic setting. Ideal candidates will have a bachelor's degree, hospitality or event-planning experience, and the ability to work early mornings, weekends, or

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience working in hospitality or event planning.
• Ability to function well among colleagues and guests under high pressure situations.

Responsibilities

• Assist the Academic Events Team with planning and executing large and small-scale events including conferences, ceremonial and special events, workshops, and meetings.
• Provide on-site support at events, including some early mornings, weekends, or evenings.
• Assist with event setup and teardown.
• Track guest lists, RSVPs, dietary restrictions, budgetary information, timelines, and checklists.
• Assist in maintaining event databases, documentation, and website updates.
• Coordinate and assist in various aspects of event planning such as facility arrangement, catering, lodging and transportation needs, and other tasks associated with all manner of events.
• Aid in the creation of communication and event materials; posters, event schedules and programs, name tags, place cards, invitations, gifts, and signage.
• Track event expenses, vendor invoicing and payments, and conduct P-Card reconciliation.
• Serve as a welcoming and professional point of contact for visitors, providing courteous assistance and directing them to the appropriate locations or resources.
• Escort guest speakers to temporary offices and scheduled locations; provide event updates and information, and assist with printed materials and audiovisual support.
• Provide front desk coverage and support general reception functions when not assisting with guest services or event-related activities.
• Respond to incoming telephone calls, relay messages, and direct callers to appropriate resources.
• Maintain cleanliness and organization of staff areas.
• Other duties as assigned.

Skills

Hospitality experience

Event planning

Customer service

Ability to work under pressure

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

Who We Are

Michigan Law, one of the oldest law schools in the nation, was founded in 1859 and enjoys a reputation for academic excellence. Michigan is consistently ranked among the top law schools in the nation, and enjoys international renown for its academic rigor, stunning physical surroundings, the faculty's preeminent scholarship, and an academic community noted for collegiality and warmth. Supported by remarkable facilities, preeminent faculty-scholars, and unparalleled architecture and physical environment, Michigan Law has more than 22,000 alumni, over 1,000 J.D. candidates, and 107 full-time faculty members, including 55 tenured and tenure-track, 27 clinical and legal practice, and 57 part-time faculty members. For the graduating class of 2024, 98 percent were employed. Contributing to the close-knit law-school community, law students have a choice of 9 student-edited journals and more than 70 student organizations in which to participate.

Job Summary

The University of Michigan Law School seeks a dynamic, friendly individual to join our Events team. The Events Assistant will also serve as a Receptionist as the first point of contact for visitors, callers, and clients, while also providing hands-on support for planning and executing events. This dual role combines front-desk and administrative duties with event coordination, requiring someone who is welcoming, organized, and comfortable shifting between day-to-day office needs and event deadlines.

Responsibilities

• Assist the Academic Events Team with planning and executing large and small-scale events including conferences, ceremonial and special events, workshops, and meetings.
• Provide on-site support at events, including some early mornings, weekends, or evenings.
• Assist with event setup and teardown.
• Track guest lists, RSVPs, dietary restrictions, budgetary information, timelines, and checklists.
• Assist in maintaining event databases, documentation, and website updates.
• Coordinate and assist in various aspects of event planning such as facility arrangement, catering, lodging and transportation needs, and other tasks associated with all manner of events.
• Aid in the creation of communication and event materials; for example, posters, event schedules and programs, name tags, place cards, invitations, gifts, and signage (digital and print).
• Track event expenses, vendor invoicing and payments, and conduct P-Card reconciliation.

Guest Services & Reception (20%)

• Serve as a welcoming and professional point of contact for visitors, providing courteous assistance and directing them to the appropriate locations or resources.
• Escort guest speakers to temporary offices and scheduled locations throughout their visit and serve as a point of contact for logistical needs. Provide event updates and information, coordinate requests for printed materials and audiovisual support, and assist with other arrangements as needed.
• Provide front desk coverage and support general reception functions when not assisting with guest services or event-related activities.
• Respond to incoming telephone calls, accurately relay messages, direct callers to appropriate resources, and provide information and assistance as needed.
• Maintain cleanliness and organization of the staff kitchen and lounge area.
• Other duties as assigned.

Required Qualifications

• A bachelor's degree or an equivalent combination of education and experience.
• Previous experience working in hospitality or event planning.
• Ability to function well among colleagues and guests under high pressure situations.
• Availability to staff events on weekends and before 8 a.m. and after 5 p.m. on weekdays.
• Valid driver's license and vehicle to pick-up and deliver materials in preparation for events.
• Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace.
• Professional demeanor and strong customer service skills.

Desired Qualifications

• Experience working in the higher education.
• Knowledge of University policies and procedures.
• Knowledge of University finance systems.

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.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

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.