Special Events Assistant (Student)

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department:

University Special Events

Time Type:

Part time

Job Description:

Summary:

The Office of Special Events is a collaborative environment that oversees a portfolio of annual campus-wide and AU House events including (but not limited to) ceremonies, university-wide receptions, staff/faculty appreciation events, alumni relations and advancement events. The Special Events Assistant is a vital team member responsible for the operations essential to carrying out select events and initiatives within the Office of Special Events. The Assistant will work closely with the Director of Special Events ensuring alignment with the Office of Special Events in the Office of the President, and including implementing concepts, executing, and following up on all aspects of programming and event support. 

Responsibilities:

• Assist the Special Events team in creating, scheduling, and executing logistics for events (i.e., commencement ceremonies, university-wide-receptions, presidential inauguration, and university appreciation events).

• Partner with colleagues across the division and university on specific event initiatives.

• Support logistics and follow-up from these events.

• Assist with assembling briefing materials for staff and the president.

• Assist in maintaining a comprehensive calendar of events for the division to help leadership in planning and event strategy. 

• Support the follow-up, review, and analysis of all events and reporting.

• Assist in managing and overseeing events on the day of, including problem-solving, volunteer management, set-up, communicating with staff, organizing vendors, and managing breakdown.

• Assist in managing invitation lists, mailings, registration, and event check-in process, including database construction and maintenance as necessary.

• Assist in the production of event collateral, including but not limited to signage (both print and digital), invitations, webpages, programs, name tags, and seating charts.

• Support the relationship development and contract management with on-campus venues, departments, caterers, photographers, and other partners.

• Assist with budget management.

• Research and maintain databases of internal and external resources and partners.

• Responsible for the organization and maintenance of the supply of Special Events materials.

• Oversee the borrowing of signage, tents, flags, and other department-lendable items.

• Create timelines, checklists, and schedules that detail event activities.

• Serve as a point of contact for the department email accounts, including but not limited to special events, commencement, and inauguration.

• This position would also work with colleagues to develop event registration pages and websites and coordinate all aspects of communication.

• Performs other administrative duties as assigned by the Director of Special Events.

Position Type/Expected Hours of Work:

• 20 hours per week.

• Work may be required evenings and weekends in support of university events such as the annual Commencement Weekend and/or to meet deadlines.

Salary Range:

• $20.00 per hour.

Required Education and Experience:

• 1-3 years of relevant experience, preferably including experience leading philanthropic event logistics and communication efforts.

• Excellent writing, oral communication and interpersonal skills required.

• Strong organizational and time management skills.<