OSVES - Event Assistant

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