Work Dates: January 8 – April 30, 2024 (Flexible)

Hours: 10 – 15 hours per week (Flexible)

Hybrid schedule with some in-person days required

The Spring Events Assistant is responsible for supporting administrative aspects of the Jack Kent Cooke Foundation’s Scholar experience programming focusing on foundation events (Welcome Weekend – February 15-18, and Scholars Weekend prep – August). Assist with event planning, communications and marketing, preparing materials and supplies, on-site event logistics, managing attendee lists, booking travel and other tasks as assigned.

PRINCIPAL RESPONSIBILITIES

• Assist the Scholar Experience team with event planning and logistics, including schedule development, venue set-up, material preparation, supply procurement, and registration management.
• Assist with communications, developing written materials, editing content for the event mobile app, drafting emails to participants and speakers, preparing PowerPoint slides and other events-related multimedia, and producing tailored agendas for VIPs.
• Monitor events email inbox, respond to inquiries, and update tracking sheet.
• Book travel for participants and tracking any changes as necessary throughout the planning process.
• Provide on-site support during events, including assisting with attendee travel days, preparing rooms for presentations and special events, assisting the Events Manager, and helping with all customer service-related matters for program participants and staff.
• Support preparations for special events such as banquets, and other activities.
• Assist with maintaining inventory of event supplies, including signage and materials at off-site storage areas.
• Update event timelines and assist with project management using Asana.
• Provides administrative support to the events department, including mailings and other correspondence.
• Other tasks as evolving.

JOB QUALIFICATIONS & REQUIREMENTS

• Currently attending a post-secondary institution, in an undergraduate or graduate program.
• Strong written and oral communication skills and interpersonal relations.
• Proficiency in Microsoft Office applications.
• Positive team player eager to take initiative on multiple projects.
• Strong attention to detail & organizational skills.
• Must be available to work some nights and the weekend of February 17-18.
• Access to personal transportation/housing is required.
• Commitment to supporting diversity, equity, and inclusion.

To apply, submit a resume and cover letter through the Jack Kent Cooke Foundation Career Center. E-Verify employer. No phone calls please.