Event Operations Officer, University Advancement

Wake Forest University•Winston Salem, NC

34d

About The Position

The Event Operations Officer provides a variety of operational and logistical support for the Donor Events team related to the development and execution of donor experiences. Responsibilities include ensuring consistency in event operations across teams, developing a depth of expertise in an event registration and constituent management system, creating event documentation, managing complex event timelines and deliverables, tracking and maintaining supply inventory, and providing comprehensive pre-event, on-site and post-event support. This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Requirements

High school diploma with three years of related experience in an appropriate discipline.
Proficiency in Microsoft Office Software (Word, PowerPoint, and Excel) and Google Applications.
Excellent time management skills and ability to handle concurrent assignments and changing priorities as circumstances dictate; ability to be willing and nimble.
Self-starter; ability to think independently and anticipate next steps.
Ability to work successfully in teams and under your own initiative.
Ability to engage professionally with individuals at every level of an organization, both internally and externally, including high-net-worth individuals.
Excellent interpersonal and communication skills, both verbal and written, with a broad range of internal and external constituents.
Superior judgment and a strong work ethic.
Comfortable being part of a team that largely works behind the scenes.
Ability to learn and use the Advancement database (Blackbaud) and OnBase document imaging system; develop/refine skills as needed.
Ability to research and organize information and data with accuracy and attention to detail.
Strong service orientation; must delight in providing excellent customer service.
Able to solve problems and think on your feet.
Ability to analyze and interpret policy and procedural guidelines.
Ability to answer moderately complex questions and proactively seek additional information to perform assigned duties.
Respect for the dignity and abilities of all people.
Ability to work some evenings and weekends.
Ability to travel as needed to provide onsite event support. Should be able to meet the requirements of the University's automobile insurance.

Nice To Haves

Bachelor's degree preferred.
Previous experience in event management, logistics coordination, or an academic (higher education fundraising) environment.
Familiarity with donor databases, event tools, and related software systems.

Responsibilities

Assists with the execution of University Advancement events, including (but not limited to) logistics, invitation lists, registration sites, printed and mailed materials, reservations, ticket packets, nametags, and seating.
Travels as needed to provide onsite event support, including assistance with setup, registration, nametags, vendor management, guest experience, and event strike.
Manages post-event logistics, including reconciliation of attendees, unpacking/replenishing event materials, routing invoices, arranging debrief meetings, etc.
Assists with creating and maintaining detailed event documentation, including run-of-show schedules, production notes, and contact lists.
Assists with event communication materials, such as invitations, signage, and guest communications - often serving as event contact for RSVPs and general inquiries.
Provides operational and logistical support for all event planning phases - pre-event preparation, onsite execution, and post-event wrap-up.
Assists in procurement, tracking, inventory, and packaging of donor gifts.
Maintains an inventory of event templates and materials, ensuring they are up-to-date and easily accessible. These include printed invitations, agendas, nametags, place cards, etc. Ensures supplies are available for Advancement partners.
Works with University colleagues and external vendors to place work orders, make parking reservations, floral orders, catering orders, rental orders, etc.
Maintains inventory of vendors, cultivating strong relationships to ensure a reliable network of resources.
Maintains composure and professionalism under pressure.
Maintains confidentiality pertaining to information contained in donor records and system data.
Has high standards for work and pride in contributing to a mission-driven organization.
Gets excited about the prospect of joining a team that is making a difference in people's lives every day.