Special Events Assistant (Private Events)

Special Events Assistant

We are seeking a Special Events Assistant to provide administrative and logistical support for events, meetings and other activities hosted by the university.

Specific Duties & Responsibilities

• Oversee and may assist with the set up and/or movement of furniture, equipment, etc.
• Oversee work of vendors (e.g., caterers, photographers, florists, lighting, DJs/musicians, cleaning crew, etc.) and student event staff during events.
• Determine when the caterer can leave the event by doing a final walk through with the catering supervisor on duty.
• Document event details during the event and complete a final event report at the close of the file and an event report at the conclusion of the event.
• Consult with supervisor or senior leader on issues or concerns requiring immediate attention during the event.
• Act as a liaison between the security staff and guests.
• Present well for any potential clients and visitors stopping by the event set-up.
• Ensure adherence to university policies and safety standards.
• Other duties as assigned.

Physical Requirements for the Job

• Ability to navigate event venues and oversee both indoor and outdoor on-site event logistics.
• Occasionally lifting and carrying objects weighing 30 lbs. or less.
• Occasionally pushing and pulling objects weighing 50 lbs. or less.

• High school diploma or graduation equivalent.
• Six months of related experience. Due to alcohol service at some events, must be at least 21 years of age.
• Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.

Technical Skills & Expected Level of Proficiency:

• Event Catering - Awareness
• Invoicing - Awareness
• Project Planning - Awareness
• Site Selection - Awareness
• Timelines - Awareness
• Vendor Contracts - Awareness