Summer Events Assistant

Full-Time Non-exempt Temporary
Date Posted: 02/06/2023

Work dates: May 22 – August 11, 2023

The Summer Events Assistant is responsible for supporting administrative aspects of the Jack Kent Cooke Foundation’s Scholar experience programming focusing on summer events (Welcome Weekend – June 21 – 25, Senior Summit – July 24 – 28, and Scholars Weekend – August 2 – 6). Assist with event planning, communications and marketing, preparing materials and supplies, on-site event logistics, managing attendee lists, 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.
  • 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, college fairs, 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 weekends to staff events.
  • 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.