Special Events Assistant

WVU Medicine

2d • Onsite

About The Position

Provides high-level administrative support to the Manager, Special Events, and the Special Events team. Performs a wide range of administrative duties and coordinates complex office procedures in support of the program. The position supports the Special Events Team and Reward and Recognition Program, assists with event logistics and operations, and handles office, purchasing, record-keeping, and inventory functions. The role works in a normal office environment, travels frequently between locations, and may require early morning, evening, and weekend work on occasion.

Requirements

• High school diploma or equivalent and four years of high-level administrative experience; or an associate’s degree and two years of high-level executive office experience; or a bachelor’s degree.
• Valid driver’s license.
• Excellent time management and communication skills.
• Critical-thinking, evaluation, and analytical skills.
• Excellent organizational skills, attention to detail, and ability to support multiple tasks and projects simultaneously.
• Excellent written and oral interpersonal and communication skills.
• Proficiency in Microsoft Office software.
• Ability to operate and drive a transit van/commercial vehicle.
• Ability to carry and move objects weighing more than 40 pounds.
• Ability to stand and walk for long periods and run necessary office errands.

Nice To Haves

• Administrative experience with success in office management.
• Budget management and record-keeping experience.
• Experience developing internal processes and filing systems.

Responsibilities

• Provide administrative support to the Manager, Special Events, and the Special Events team.
• Serve as a point of contact for the Special Events Team and Reward and Recognition Program.
• Handle office functions, including personalized and general correspondence, telephone, email, and in-person reception.
• Provide logistical and operational support for events, programs, and activities, including day-of logistics, contracts, invoice submissions, vendor coordination and negotiations, event staffing, travel accommodations, and assembly assistance.
• Assist with purchasing, reporting, bookkeeping, budget spreadsheets, and event totals for the Special Events program.
• Perform filing, data entry, accounting, and purchase coding.
• Manage event and equipment rentals and requests.
• Maintain current information about vendors, program policies and procedures, employee discounts, and recognition-related benefits.
• Run necessary office and event errands.
• Maintain office cleanliness and organization and manage inventory.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level