OSVES - Event Assistant

Belmont University; Northern (KY); Hybrid; USD 17,000 - 21,000; Part time

Job summary

Belmont University is seeking a Student Event Assistant to help execute campus events with excellence. You will assist the Event Management team with administrative work, logistics, and hospitality, ensuring memorable experiences for clients and stakeholders.

The role emphasizes teamwork, strong communication, and the ability to manage multiple tasks in a fast-paced environment, with opportunities to gain real-world event industry skills.

Qualifications

• Leadership and hospitality-focused mindset for positive client experiences.
• Strong problem-solving and critical thinking in dynamic events.
• Ability to manage multiple priorities with attention to detail in fast-paced environments.
• Excellent written and verbal communication across channels (email, phone, in-person).
• Proficiency in Word, Excel, PowerPoint; Canva or similar design tools.

Responsibilities

• Provide event support for campus events across venues.
• Greet and assist clients hosting events and ensure smooth experiences.
• Serve as day-of contact and coordinate with Production/Operations teams.
• Monitor Event Support channels for timely client communications.
• Review event layouts to match approved specifications.
• Coordinate third-party guest services, medical, and housekeeping teams.
• Prepare run of show, briefings, credential boards, passes, and maps.
• Handle scheduling software (Elite) for event intake and docs.
• Manage hospitality inventory and restock materials.

Skills

Leadership

Hospitality mindset

Communication skills

Microsoft Office

Canva

Problem-solving

Education

Belmont University student

Tools

Microsoft Office Suite

Canva

Job description

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

TheEvent Assistant position is responsible for assisting with events and clientelewithin the Office of Strategic Venues & Event Services (OSVES). The Event Assistant supports internal 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.

Required Experience

No experience required.

Belmont University is a Christ-centered community.

The University faculty, administration, and staff uphold Jesus as the Christ and as the measure for all things.

As a community seeking to uphold Christian standards of morality, ethics, and conduct, Belmont University holds high expectations of each person who chooses to join the community.

In compliance with federal law, including provisions of Title IX of the Education Amendments of 1972, Titles VI and VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act and Section 504 of the Rehabilitation Act of 1973/the Americans with Disabilities Act, Belmont University does not discriminate on the basis of race, sex, color, national or ethnic origin, age, disability, military service, or sexual orientation in its administration of education policies, programs or activities; its admissions policies; or employment.

Consistent with applicable civil rights law, the University primarily hires employees of the Christian faith who are committed to support the mission of the University.

The University has appointed the Chief Human Resources Officer/Deputy Title IX Coordinator to serve as coordinator of non-discrimination compliance for staff and faculty.

The Director of Institutional Equity and Compliance and Title IX Coordinator serves as coordinator of compliance for Title IX (sex discrimination) issues and questions for students.

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*In accordance with accrediting standards for its professional education programs in law and medicine, the University does not apply religious criteria in hiring employees within those programs.

All employees hired by the University, regardless of religious faith, shall be committed to Belmont’s Christ-centered, student-focused mission.

Belmont's Office of Human Resources will conduct ongoing evaluations of the means by which candidates for employment are sought, to the end that the pool of candidates will include qualified women, minorities, veteransand disabled individuals.

Belmont University is an equal opportunity employer under all applicable civil rights laws.