Administrative Associate, Events

University of Iowa Center for Advancement•Iowa City, IA

10h•Hybrid

About The Position

The Events Advancement Associate supports the Events team by providing highâlevel administrative, logistical, and operational assistance. As the subject matter expert for the CRM events module, this role delivers organizationâwide training, troubleshooting, and recommendations to enhance functionality and user experience. The position helps ensure successful donorâfocused events by preparing event materials, managing RSVPs, coordinating vendor communications, processing invoices, negotiating eventârelated contracts, and arranging travel for VIPs. This role may also attend select events to provide onâsite support. Serving as a central hub for the team, the associate helps maintain organization, efficiency, and smooth internal workflows. The ideal candidate is detailâoriented, an exceptional communicator, and skilled at managing multiple projects in a highâvolume, collaborative, and fastâpaced environment. This position is eligible forâ¯hybridâ¯work (telecommuting) which includes working on-site at our office in Iowa City at least 3 days per week.

Requirements

Proficiency in Microsoft Office applications, including: Outlook for calendar management and scheduling Word for correspondence and document preparation Excel for basic tracking, formatting, and data review
Strong professional written and verbal communication skills for effective interaction with donors, vendors, and internal stakeholders
Excellent document management and proofreading abilities to support the creation of accurate event and donorâfacing materials
HS diploma + 6 years administrative experience, OR associate’s degree + 4 years administrative experience, OR bachelor’s degree + 2 years administrative experience.
Please submit a cover letter with your application.

Nice To Haves

Experience using CRM or database systems to manage constituent information, ensure data accuracy, and enter contact reports with minimal direction

Responsibilities

Maintain accurate and confidential constituent and event records by entering, updating, and retrieving data in the CRM/database system; document event outcomes and participation; and support the events team with timely reminders and followâup actions.
Support event logistics and coordination, including securing room reservations, handling catering orders, printing name tags, creating event signage and printed programs, managing transportation logistics and parking arrangements, producing itineraries, overseeing mailings, and providing on-site support (check-in, volunteer coordination, set up/tear down assistance).
Prepare meeting agendas, document meeting minutes, and track followâup actions.
Maintain organized filing systems (digital and physical), including event histories, donor lists, and vendor records.
Coordinate event shipments, manage event supply inventories, and eventâday packing/prep.
Assist with preparing donor stewardship pieces such as thank you letters and postâevent communications.
Process invoices, track expenses, and assist with budget reconciliation for event-related costs.
Request quotes, process contracts, and coordinate logistics with vendors and campus partners.
Proactively anticipate administrative needs for Events team and adjust priorities as needed.
Contribute to maintaining a positive, service-oriented experience for donors, alumni, partners, and guests.
Answer complex questions from UICA colleagues, external constituencies and/or donors.
Monitor general events email inbox and triage inquiries to the appropriate staff member.