Alumni Engagement and Annual Giving Event Assistant (temp)

This role provides event preparation and support to key alumni engagement and annual giving events in the summer and fall seasons including Commodore Launch events, Move-In Weekend, Parents and Family Weekend and Reunion events. The Event Assistant will work in a phased approach – with a variety of teams – beginning with Commodore Launches, Move-In Weekend, Family Weekend, and Reunion. Assistant will be managed by members of each team, in a collaborative manner. The primary function is to perform support services, some of which may include confidential information. The Event Assistant must function with a high degree of professionalism. Candidates should reside in Middle Tennessee; this role is hybrid, requiring specific in-office dates.

Specific Duties include:
•Working closely with our event system (AlumnIQ) to manage registrations and maintain reporting

•Working closely with staff on creating/proofing/sending invitations & reminders

•Maintaining master planning and tracking documents

•Generating name tags and attendee lists

•Completing tasks in a timely manner, by the scheduled due date of each event

•Assisting in preparing, mailing and/or assembling materials for all events

•On-site event support, including event set up and registration

•Post-event duties as assigned; reconciliation of registrations in event system (AlumnIQ) andreporting

•Other duties as assigned

Primary Skills include:
•Advanced proficiency with Microsoft Word, Excel, Outlook

•Strong interpersonal skills, and effective oral and written communication skills

•Ability to perform and manage multiple projects on a regular basis

•Strong time management and organizational skills

•Ability to keep private information confidential

•Ability to work independently, assuming responsibility, prioritizing, and carrying out duties with minimal supervision

Non-Negotiable Dates (candidates must be available on-site for all dates, including weekend & evening hours):
•Move-In Day – Wednesday, August 19 and Saturday, August 22

•Family Weekend – Friday, September 18 – Sunday, September 20

Additional in-office days of September 14-17.

•Reunion Weekend - Thursday, October 15 – Sunday, October 19

Additional in-office days of: September 21-23 & 28-30 and October 5-9, 12-14 & 19-23