Overview

Job Description Summary

Under the direction of the Associate Director of Conferences and Events, the Events Assistant will provide Cvent support, registration project management and coordination assistance for the Conferences & Events Department in organizing and managing special events.

Job Description

Position Specific Responsibilities/Accountabilities:

  • Manage online registration system, event websites and serve as one of the registration super users for the department. Set up online registration pages for events, troubleshoot registration issues and process RSVPs. Cvent experience required.
  • Support the Associate Director of Conferences and Events and Event Managers in preparing for, managing and evaluating the success of special events (i.e. generating participation reports, revenue reports)
  • Work with Controller’s Office to ensure seamless processing for registrations, donations, refunds, silent auctions and other transactions in a timely, accurate manner.
  • Manage on-site registration for guests and process payments by cash, check or credit card before and during the event.
  • Prepare, track and summarize expenses, reimbursements and final invoicing of events.
  • Process department invoices and p-card transactions.
  • Prepare pre-event preparation (signage, name tags, attendance lists and other assignments as necessary) and coordinate day-of operations (vendors, set-up of rooms, deliveries, etc.) Troubleshoot at events by contacting appropriate personnel in conferences, catering, facilities, public safety and others.
  • Develop and maintain events mailing. Manage lists in Cvent for registration and email marketing purposes.
  • Work directly with Associate Director of Conferences and Events and Event Managers to establish and maintain deadline dates for all registration launches and email communication.
  • Develop and manage the in house Cvent training schedule for Conferences and Events team.
  • Handle logistics related to speakers for each event including hotel accommodation, travel reimbursement, speaker gifts and coordinate and prepare thank you letters.
  • Update and maintain all event forms and department calendars.
  • Manage department email account.
  • Perform other related duties as assigned or requested. 

Requisite Qualifications:

  • College degree preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed. Coursework in event planning and office computer software applications preferred. 2 years of Cvent experience preferred.
  • Minimum two years of administrative support experience, one year of event planning experience preferred.
  • Demonstrated knowledge of computerized databases, Excel spreadsheets, registration software, social media applications, event planning and other basic computer programs. Cvent experience a plus.
  • Must possess strong work ethics and be a motivated self-starter with initiative and patience. Basic knowledge in the areas of event planning, including logistics, site selection, menu selection, A/V equipment needs, décor and registration needs. Well-developed customer service, interpersonal and active listening skills, and the ability to communicate and interact effectively with all levels. 
  • Strong verbal and written communication skills, including, but not limited to, the ability to comprehend, edit and create well-written instructions and business correspondence. 
  • Organized and detailed-oriented and able to prioritize and work on several events/projects simultaneously while demonstrating flexibility in working with last minute changes. 
  • Must be flexible to work extended days, evenings, and weekends, as necessary to staff events and complete projects. 
  • Ability to be tactful under stress, use good judgment, and work in teams with individual clients external to the department. Work independently, utilizing excellent judgment and strong decision-making skills.
  • Effectively multi-task in a public environment with frequent interruptions and short deadlines. Complete projects accurately, on time and often under tight deadlines. Ability to know when to consult with senior management and when to make decisions independently. Effective follow-up skills pertaining to a multitude of daily administrative and logistical requirements. 
  • Demonstrated computer proficiency in MS Word, Excel and Zoom.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the

essential functions.

Frequently required to stand, walk, sit, lift and/or carry up to 25 pounds. Climb, push, stoop, kneel, reach both high and low, move fingers and feel. Always required to speak clearly, use conversational hearing, distance, color and close-up vision and depth perception.

WORK ENVIRONMENT:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Occasional temperature changes, noises over 80 decibels, dust and paper fibers.

           

MENTAL DEMANDS:  

Mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Occasional variety of unrelated tasks. Frequent calculating, interrupted work, a variety of interrelated tasks, sustained concentration, reasoning, judgment, resourcefulness, analytical ability and ingenuity.

COVID VACCINATION REQUIREMENT:

To ensure the safety and well-being of our community Loyola Marymount University requires that all students, faculty and staff are vaccinated or have been approved for a qualifying medical or religious exemption.

#HERC# #HEJ#

Apply for job