OSVES - Event Assistant

Belmont University; Nashville (TN); On-site; USD 21,000 - 25,000; Full time

Job summary

Belmont University is seeking an Event Assistant to support OSVES by handling a variety of campus events and delivering exceptional hospitality. You will assist with event logistics, client coordination, and preparation across multiple venues, including run-of-show documentation and ROS development.

Ideal candidates will be student employees enrolled at Belmont, with strong communication skills, problem solving, and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• Must be enrolled as a student at Belmont University.
• Strong leadership and hospitality mindset with focus on client experiences.
• Excellent written and verbal communication; professional email etiquette.

Responsibilities

• Assist with events across campus (Auxiliary Campus Event Spaces, Curb Event Center, Fisher Performing Arts Center).
• Greet and assist clients hosting events; ensure smooth arrival and positive experience.
• Serve as day-of point of contact for client support and coordinate with Production/Operations teams.
• Monitor Event Support channels (phone/Teams) for timely assistance.
• Review event layouts to align with specifications.
• Coordinate third-party event support teams and create ROS/documents.
• Assist with event intake and scheduling in Elite; manage hospitality inventory.

Skills

Leadership

Hospitality

Communication

Microsoft Office

Canva

Problem solving

Teamwork

Discretion

Education

Current Belmont University student

Tools

Microsoft Office Suite

Canva

Elite scheduling software

Job description

Employment Type Student Employee

Hourly Rate 15-18

Special Note:

All students are required to read the BU Student Employment Policy prior to submitting an application. All Federal Work-Study students should read the program rules and regulations located at http://www.belmont.edu/sfs/employment/fws.html

Primary Duties And Responsibilities

The Event Assistant position is responsible for assisting with events and clientele within the Office of StrategicVenues & Event Services (OSVES).The Event Assistant supportsinternal and external events through assisting the Event Management team with administrative work, event logistics, event preparation, and hospitality. This position assists the OSVES team in creating dynamic events for clients with exceptional hospitality, delivering successful outcomes, and memorable experiences while absorbing real-world experience and building event industry skills.

Primary Position Responsibilities:

• Provide event support for a variety of events across campus (Auxiliary Campus Event Spaces, Curb Event Center, and Fisher Performing Arts Center).
• Greet and assist clients hosting events in all spaces, ensuring a smooth arrival and positive event experience.
• Serve as the day of point of contact for any client support needed and assist in communicating with Production and Operations teams to accommodate needs.
• Monitor and manage Event Support phone and Microsoft Teams channels to provide timely assistance and communication for clients and event stakeholders.
• Review event layouts prior to events to ensure room setups align with approved event specifications.
• Assist with coordination and setup of third-party event support teams, including guest services, medical personnel, and housekeeping.
• Prepare and distribute event day documentation for operations and production teams, including run of show (ROS), briefings, credential boards, parking passes, and venue maps.
• Assist with event intake and documentation through scheduling software, Elite.
• Manage and maintain hospitality inventory, including tracking, organizing, and restocking materials and equipment.

Physical Conditions:

• Ability to remain in a stationary position or move through event spaces for extended periods of time
• Ability to transport event materials and equipment, with or without reasonable accommodation
• May involve positioning, setting up, or adjusting event items such as tables, chairs, and décor
• Ability to work in indoor and outdoor environments with varying conditions
• Ability to navigate event spaces, which may include stairs, ramps, and loading areas

Required Qualifications

• Demonstrated leadership and hospitality-focused mindset with a commitment to creating positive experiences for clients, guests, and event stakeholders.
• Strong problem-solving and critical thinking skills, with the ability to make sound decisions in dynamic event environments.
• Ability to work effectively in a fast-paced environment, managing multiple priorities while maintaining attention to detail.
• Excellent communication skills, including professional writing, editing, email correspondence, phone communication, and in-person interactions.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, with experience using Canva or similar graphic design tools.
• Proven ability to handle confidential client and event information with discretion and professionalism.
• Flexible and adaptable team member with a positive attitude and a strong work ethic, demonstrating perseverance in high-pressure situations.
• Ability to lift and move materials weighing 50 pounds or more as part of event setup and operations.

Required Education

Must be enrolled as a student at Belmont University.