What are the responsibilities and job description for the Alumni Engagement and Annual Giving Event Assistant (temp) position at Vanderbilt University?
The Alumni Engagement and Annual Giving Event Assistant will provide event preparation and support to key alumni engagement and annual giving events in the summer and fall seasons including Commodore Launch events, Move-In Weekend, Parents and Family Weekend and Reunion events.
The Event Assistant will work in a phased approach – beginning with Commodore Launches, Move-In Weekend, Family Weekend and Reunion. Assistants will be managed by members of each team, in a collaborative manner.
The primary function is to perform clerical services, which may include those of a confidential nature. The Event Assistant must function with a high degree of professionalism. Candidates should reside in Middle Tennessee; this role is hybrid with specific in office dates.
Specific Duties include:- Working closely with our event system (AlumnIQ) to manage registrations and maintain reporting.
- Working closely with staff on creating/proofing/sending invitations, reminders
- Maintaining master planning and tracking documents
- Generating nametags and attendee lists
- Completing tasks in a timely manner, by the scheduled due date of each event
- Assisting in preparing, mailing and/or assembling materials for all events
- On-site event support, including event set up and registration
- Post event duties as assigned; reconciliation of registrations in event system (AlumnIQ) and reporting
- Other duties as assigned
- Advanced proficiency with Microsoft Word, Excel, Outlook
- Strong interpersonal skills, and effective oral and written communication skills
- Ability to perform and manage multiple projects on a regular basis
- Strong time management and organizational skills
- Ability to keep private information confidential
- Ability to work independently, assuming responsibility, prioritizing and carrying out duties with minimal supervision
Non-Negotiable Dates (candidates must be available on-site for all dates, including evening hours)
- Move-In Day – Friday, August 15 and Saturday, August 16
- Family Weekend – Friday, September 19 – Sunday, September 21
- Additional in-office days of September 15-18.
- Reunion Weekend - Thursday, November 6 – Sunday, November 9
- Additional in-office days of October 27 – October 31 and November 3-5.
