Event Operations Assistant (Student)

American University•Washington, DC

1d•Onsite

About The Position

The Office of Special Events is a collaborative team that plans and supports a wide range of campus-wide and AU House events, including academic ceremonies, university-wide events, and presidential initiatives. The Student Operations Assistant provides administrative and event support to the Office of Special Events. Working under the direction of the Director and Assistant Director of Special Events, this position assists with event preparation, event-day operations, and post-event follow-up while gaining hands-on experience in event management. This role supports the day-to-day operations of the office by assisting with event logistics, maintaining event materials, preparing communications and event documents, and providing excellent customer service to campus partners and guests. This position supports events, provides administrative support also responsible for budgetary management needing to perform duties such as tracking and reconciling complex budgets, vendor management, ROI tracking, and coordinating and activating institutional resources when appropriate. This dynamic position also has the opportunity to perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties logically related to the position. This position will assist the Director of Special Events and the Assistant Director of Special Events in executing event strategies for the division.

Requirements

This position is available only to enrolled American University students.
Excellent written, verbal, interpersonal, and customer service skills.

Nice To Haves

Bachelor's degree or equivalent experience supporting event logistics and/or communication efforts.
2 - 4 years of relevant experience.
Experience supporting the planning and execution of high-level events is preferred.

Responsibilities

Monitor and respond to department email accounts by routing inquiries to the appropriate staff member and assisting with routine communications as directed.
Manage and track event budgets, reconcile expenses, and submit invoices for payment.
Oversee the borrowing of department-lendable items while maintaining organization and inventory.
Maintain event files, shared calendars, digital documents, and other administrative resources to support office operations.
Develop relationships and manage contracts with on-campus venues, departments, caterers, photographers, and other partners.
Compile meeting materials, agendas, and post-event meeting notes as requested.
Prepare event supplies, signage, registration lists, name tags, programs, and other departmental materials.
Support post-event administrative tasks, including cataloging feedback and assisting with event closeout documentation.
Perform other administrative duties and special projects as assigned by the Director or Assistant Director of Special Events.
Assist the Special Events team with executing university events, including commencement ceremonies, university receptions, presidential events, and other strategic programs.
Provide event-day support through event setup, welcoming guests, staffing registration and check-in, directing attendees, monitoring event spaces, and assisting professional staff with operational needs through breakdown.
Maintain event timelines, checklists, and other planning documents under the guidance of professional staff.
Represent the Office of Special Events in a professional and courteous manner when interacting with students, faculty, staff, vendors, and guests.
Support post-event breakdown, inventory, and organization of event materials and equipment.