Program Assistant, Anchor Events

Vanderbilt University; Nashville (TN); Hybrid; USD 35,000 - 55,000; Full time

Job summary

Join a vibrant and diverse community as a Program Assistant for Anchor Events, where you'll play a crucial role in coordinating impactful experiences for alumni and friends. This dynamic position offers the opportunity to work collaboratively within a cross-functional team, providing essential administrative support throughout the event planning process. With a focus on engagement and philanthropy, you'll help create memorable events that foster connections within the Vanderbilt network. If you're organized, adaptable, and passionate about making a difference, this hybrid role could be the perfect fit for you!

Qualifications

• 1+ year experience in administrative support required.
• Strong organizational and communication skills are essential.
• Ability to manage multiple projects and deadlines effectively.

Responsibilities

• Provide administrative support for event planning and execution.
• Manage registrations and communications for multiple events.
• Assist in staffing various events on campus throughout the year.

Skills

Organizational Skills

Communication Skills

Microsoft Office

Event Registration Platforms

Interpersonal Skills

Problem Solving

Education

High School Graduate or GED

Bachelor's Degree

Tools

Salesforce

Zoom

Microsoft Teams

YouTube

Job description

The Program Assistant of Anchor Events will be responsible for administrative support to the Anchor Events team which develops and executes events for Alumni Engagement and Annual Giving (AE/AG).

Events play an integral role in the connection of our vibrant, diverse communities. The Program Assistant will work collaboratively within a cross-functional team environment to provide administrative and logistical support in coordinating high-impact experiences that result in progressive engagement and philanthropic opportunities for alumni, parents, students, and friends of the global Vanderbilt network. Events in this area range in format and size, including virtual and hybrid programs, on-campus events, and regional engagement series. The Program Assistant of Anchor Events will provide administrative support in all stages of the event planning process.

About the Work Unit:

The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs.Learn more about our department at https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance:

The Program Assistant will work closely with the Anchor Events team to support a portfolio of events based in Alumni Engagement and Annual Giving.

Responsibilities include the fulfillment of interdepartmental requests through the creation and management of email communication, building and maintaining registrations for multiple events. In both areas, this includes design and testing, ensuring brand guidelines and grammar standards are met.

Further, communication skills are critical to this role. This position serves as a key partner within Anchor Events for project tracking, actively monitors a shared inbox for event-related communications and develops training materials, conducts training sessions and provides ongoing support to ensure partners are well-equipped to perform their tasks effectively.

Additional tasks include generating and formatting registration lists, event communications support, data entry, processing event data (pre/post), coordination and shipping of event supplies, creation of name tags, updating reports, and other duties as assigned. The Program Assistant will also staff various events on campus throughout the year, helping set up events, managing the registration table, and strike events. Duties require being highly organized with the ability to adapt and prioritize as projects evolve.

The Program Assistant of Anchor Events must be able to manage multiple tasks effectively and efficiently, all while ensuring that key deadlines are met.

Supervisory Relationships:

This position does not have supervisory responsibilities and reports administratively and functionally to the Director of Anchor Events.

Work Environment:

This is a hybrid role based in Nashville – in the office approximately 1 day per week depending on business needs.

Education and Certifications:

• High School graduate or GED, or an equivalent combination of education, relevant military experience, and relevant skills, is required.
• A bachelor’s degree is preferred.

Experience and Skills:

• One or more years of experience in administrative support, or the equivalent, is required
• Strong organizational and communication skills
• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to ever changing priorities
• Advanced computer skills, including proficiency in Microsoft Office, event registration platforms, digital tools (e.g., Zoom/Teams/YouTube) are necessary. Experience in Salesforce is a plus.
• Goal-oriented mindset and innovative thinking
• Interpersonal skills and judgment suitable for exercising appropriate discretion and demeanor when dealing with alumni, parents, friends, and employees
• Exceptional written and oral communication skills
• Ability to exercise good judgment in the handling of confidential information
• Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion
• Must be able to perform physical labor
• Some evening and weekend work, as needed

Key Characteristics of a Successful Team Member in this Work Unit:

• Holds oneself accountable; takes responsibility for failures as well as successes; and recognizes that trust is required to hold a team together.
• Shares information; communicates proactively; transmits knowledge; asks for advice and considers it thoughtfully.
• Genuinely values teamwork and co-workers.
• Expects and delivers excellence.Is proactive and focused on creative problem solving.Welcomes input to making things better.Places a high value on learning and improving.
• Is motivated. Manages time, activities and outcomes well so that progress stays on track.Balances multiple, competing priorities simultaneously without becoming overwhelmed.