Alumni Engagement and Annual Giving Event Assistant (temp)

Event Assistant

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) and reporting
• 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

About Us

At Vanderbilt University, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Job Info

• Job Identification 10008516
• Locations Nashville, TN, United States (Hybrid)
• Job Schedule Full time
• Job Category Temporary Services
• Job Function Temporary Employees
• Management Level Individual Contributor