Events Assistant - Ed Affairs - Operations

University of Florida•Gainesville, FL

13d•Onsite

About The Position

The Events Assistant provides administrative and operational support to the Office of Educational Affairs (OEA) Event Team in the planning, coordination, and execution of academic, ceremonial, and special events. This position works under the direct supervision of the Event Manager to support logistics, data management, communications, and day-of event operations. This role is designed as a professional development opportunity for students interested in event management, hospitality, tourism, or higher education administration, offering hands-on experience in large-scale academic event planning within a professional institutional setting.

Requirements

Current enrollment in a degree-seeking undergraduate or graduate program at the University of Florida.

Nice To Haves

Major or coursework in Hospitality & Tourism Management, Event Management, Business Administration, Communications, Public Relations, or a related field.
Previous customer service, hospitality, event, or administrative experience.
Familiarity with Microsoft, Canva, Airtable, or similar platforms.
Interest in pursuing a career in event management, hospitality, higher education administration, or related fields.
Ability to work independently and collaboratively in a team environment.
Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
Strong organizational skills and attention to detail.
Ability to manage multiple tasks and meet deadlines.

Responsibilities

Assist the Event Team with the preparation, setup, execution, and breakdown of a diverse range of events.
Provide registration, guest services, and attendee support during events.
Assist with room setup, signage placement, material distribution, and event logistics.
Support on-site event operations to help ensure a positive participant experience.
Assist with inventory management of event supplies, materials, and equipment.
Maintain and update the College of Medicine Event Database and related tracking systems.
Assist with data entry, record maintenance, and organization of event-related documents.
Support the maintenance of event procedures, files, contact lists, and historical records.
Assist with organizing event storage areas and materials.
Prepare meeting materials and support administrative functions for the Event Team.
Assist in the creation and preparation of event materials including agendas, programs, invitations, name badges, signage, scripts, and participant packets.
Support communication efforts by preparing drafts, monitoring responses, and maintaining distribution lists.
Assist with compiling event evaluations, feedback, and outcome reports.
Observe and learn event planning processes, vendor management, budget administration, and stakeholder engagement practices.
Support special projects that contribute to the success of Educational Affairs and College of Medicine events and initiatives.
Participate in event team meetings, trainings, and planning discussions.