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Events Assistant - Ed Affairs - Operations

Operations
  • Gainesville, Florida
    15 days ago

    Job Description

    Classification Title:

    STU-AST - CLERICAL & ADMIN

    Job Description:

    The Events Assistant provides administrative and operational support to the Office of Educational Affairs (OEA) Event Team in the planning, coordination, and execution of academic, ceremonial, and special events. This position works under the direct supervision of the Event Manager to support logistics, data management, communications, and day-of event operations.

    This role is designed as a professional development opportunity for students interested in event management, hospitality, tourism, or higher education administration, offering hands-on experience in large-scale academic event planning within a professional institutional setting.

    About this role: 

    Event Support

    • Assist the Event Team with the preparation, setup, execution, and breakdown of a diverse range of events.
    • Provide registration, guest services, and attendee support during events. 
    • Assist with room setup, signage placement, material distribution, and event logistics. 
    • Support on-site event operations to help ensure a positive participant experience. 
    • Assist with inventory management of event supplies, materials, and equipment.

    Administrative Support

    • Maintain and update the College of Medicine Event Database and related tracking systems. 
    • Assist with data entry, record maintenance, and organization of event-related documents. 
    • Support the maintenance of event procedures, files, contact lists, and historical records. 
    • Assist with organizing event storage areas and materials. 
    • Prepare meeting materials and support administrative functions for the Event Team.

    Communications & Material Preparation

    • Assist in the creation and preparation of event materials including agendas, programs, invitations, name badges, signage, scripts, and participant packets. 
    • Support communication efforts by preparing drafts, monitoring responses, and maintaining distribution lists. 
    • Assist with compiling event evaluations, feedback, and outcome reports.

    Professional Development & Team Support

    • Observe and learn event planning processes, vendor management, budget administration, and stakeholder engagement practices. 
    • Support special projects that contribute to the success of Educational Affairs and College of Medicine events and initiatives.
    • Participate in event team meetings, trainings, and planning discussions.
    Expected Salary:

    $16.00 per hour

    Required Qualifications:

    Current enrollment in a degree-seeking undergraduate or graduate program at the University of Florida.

    Preferred:

    The ideal candidate will possess: 

    • Major or coursework in Hospitality & Tourism Management, Event Management, Business Administration, Communications, Public Relations, or a related field.
    • Previous customer service, hospitality, event, or administrative experience. 
    • Familiarity with Microsoft, Canva, Airtable, or similar platforms. 
    • Interest in pursuing a career in event management, hospitality, higher education administration, or related fields. 
    • Ability to work independently and collaboratively in a team environment. 
    • Proficiency with Microsoft Office applications, including Word, Excel, and Outlook. 
    • Strong organizational skills and attention to detail. 
    • Ability to manage multiple tasks and meet deadlines.
    Special Instructions to Applicants:

    In order to be considered, you must upload your cover letter and resume.

    Application must be submitted by 11:55 p.m. (ET) of the posting end date.

    Health Assessment Required:No

     

    Numbers & Facts

    LocationGainesville, Florida
    IndustryStaffing/Employment Agencies
    Company Size100 to 499 employees
    Year Founded2001
    Websitehttp://www.operationsinc.com/

    About Company

    Realizing that it’s not always practical for small and mid-sized businesses to employ full-time human resource professionals, David Lewis founded OperationsInc in 2001 to fill this gap. Since then we have evolved into a full service HR outsourcing and consulting practice, supporting clients of all sizes in all 50 states.

    OperationsInc is the HR outsourcing consulting firm businesses turn to for convenient, cost-effective HR solutions. Composed of generalists and specialists, our highly accomplished staff cover the spectrum of HR disciplines. Our services are delivered on an hourly basis, offering a “pay-for-use” approach, as well as a per employee per month basis, both proving economical and well within reach for businesses of all sizes and with varying timelines.

    As subject matter experts in the field of Human Resources, David and his team are frequently recognized in local and national media. Visit our Newsroom to browse through our collection of articles.

    Another way we distinguish ourselves is by ongoing Education and Team Building Programs for our Team. OperationsInc provides a comprehensive year-round program and infrastructure designed to keep our team of Professionals educated and current in the field of Human Resources by inclusion in:
  • Monthly Educational Meetings
  • Enhanced SHRM Database Access
  • Subscriptions to a multitude of online and print industry publications
  • Provision of Legal Training via partner Law Firms
  • Access to a Full Forms and Policies Library
  • Knowledge Library Enhancing our Team’s Web of Support

    Together we collectively support our clients with knowledge, expertise, and efficiency.

    • Skills

    • Administrative Skillsunmatched
    • Budgetingunmatched
    • Business Administrationunmatched
    • Customer Support/Serviceunmatched
    • Data Entryunmatched
    • Data Managementunmatched
    • Detail Orientedunmatched
    • Educational Administrationunmatched
    • Event Managementunmatched
    • Higher Educationunmatched
    • Hospitality and Tourismunmatched
    • Inventory Managementunmatched
    • Logisticsunmatched
    • Logistics Managementunmatched
    • Medicineunmatched
    • Microsoft Excelunmatched
    • Microsoft Officeunmatched
    • Microsoft Outlookunmatched
    • Microsoft Product Familyunmatched
    • Microsoft Wordunmatched
    • Multitaskingunmatched
    • Operational Supportunmatched
    • Organizational Skillsunmatched
    • Process Managementunmatched
    • Public/Media/Press/Analyst Relationsunmatched
    • Record Keepingunmatched
    • Scripting (Scripting Languages)unmatched
    • Team Playerunmatched
    • Time Managementunmatched
    • Vendor/Supplier Managementunmatched

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