Events Assistant

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Reporting to the Events Planner the Events Assistant provides support for events, promotional strategies, and communications in alignment with the University of Miami Libraries Community Relations program.

Events include exhibition openings, book presentations, lectures, receptions, dinners, groundbreakings, dedications, forums, lectures, memorials, lunches, strategic meetings, and events assigned on a case-by-case basis.

The Events Assistant will also be responsible for assisting the Events Planner with the organization of database downloads, uploads, and the maintenance and enhancements of lists and reports, as well as for the implementation of and adherence to UML’s events policies, business plan, and goals.

Primary Duties and Responsibilities :

Supports UML events (physical and / or virtual), including assistance with the creation of timelines, checklists, budgets, staffing, and logistics for each event.

Follows through on the execution of the timeline of activities from inception to the successful completion.

• Creates registration pages for each event using various online event platforms.
• Advertises events with internal partners and external library affiliated associations.
• Maintains statistics for event exposure in various media outlets, monetary donations through the Friends of the Library program, and events webpage traffic.
• Updates and maintains library events webpage.
• Follows guidelines, works with budgets, and designs objectives for each event in coordination with the Event Planner.
• Curates and executes, in collaboration with the event lead and Event Planner, contact lists and reports and ensures that they are current.
• Assists in negotiations and obtaining quotes with external vendors to coordinate the best goods and services.
• Create and implement reporting structure for all UML events (physical and virtual) that capture attendance statistics, overall costs, and a description of the event execution.

This reporting structure has been modified and applied to virtual events to include audience engagement across platforms and physical location of audience.

• Works closely with Events Planner and Community Relations Manager, UML department heads, project leads, and IT desk support to ensure proper coordination to achieve desired outcomes and event goals.
• Manage and update current email platform architecture for all of UML to provide a clear process for community members to engage with the Libraries.

This platform currently has over 5,000 subscribers.

• Follows the instruction given by Events Planner and objectives for ad-hoc events teams.
• Manage department email account, including scheduled communications and event inquiries.
• Assists in offsite UML related events. This would include working such events and handling any special requests that may arise.
• Works with Event Planner and event leads to execute the run-of-show.
• Assists in coordination with Creative Services team to gather necessary information and images to populate and keep current the University and UML events calendar.
• Assists with collection of event deposits and payments, and obtains account information for event planning purposes.
• Participates in UML and University committees and working groups as appropriate.
• Responsible for event set-up, breakdown, and transportation of supplies.
• Keeps inventory of materials and food at events to ensure they meet the needs of audience turnout.
• Sustains relationships with external vendors.
• Anticipates all support presentation materials and technology requirements and makes appropriate arrangements.
• Adheres to University and unit-level policies, procedures, and safeguards University assets.
• Performs basic office administrative functions and responds to customer questions and inquiries.
• Other duties as assigned.

Knowledge, Skills, and Abilities :

Must be proficient in Word, Excel, and PowerPoint. Excellent oral and written communications skills is necessary. Must be able to handle multiple tasks and deadlines simultaneously and work in a dynamic, diverse environment.

Education Requirements (Essential Requirements) :

High school diploma or equivalent. Associates Degree preferred. At least one year of relevant work experience is required, equivalent combinations of education / experience may be considered.

Work Experience Requirements (Essential Requirements) :

• A minimum of one year of experience in customer service, alumni relations, marketing, advertising, or public relations.
• Excellent command of the English language. Excellent communication skills including the ability to write correspondence and reports with ease.

Superior telephone skills.

• Flexible schedule is essential. Some evening and weekend hours are required.
• Work requires the ability to lift / carry objects routinely as follows : heavy lifting objects weighing no more than 30 pounds.

The University of Miami is an Equal Opportunity Employer - Females / Minorities / Protected Veterans / Individuals with Disabilities are encouraged to apply.

Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click for additional information.

Job Status : Full time

Full time

Employee Type : Staff

Staff

Pay Grade :