Events Assistant

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

Position Specific Responsibilities/Accountabilities:

• 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.
• 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 assist with coordinate day-of operations (vendors, set-up of rooms, deliveries, etc.)
• Handle logistics related to speakers for each event including hotel accommodation, travel reimbursement, speaker gifts and coordinate and prepare thank you letters.
• Collaborate with the Director of Conferences and Events, administration, and faculty to develop an annual calendar of events.
• Manage new event requests and calendaring of such requests.
• Manage and execute request for MCLE, as well as maintain compliance of our standing as a Multi Activity Provider with the State Bar of California.
• Update and maintain all event forms and department calendars.
• Manage department email account.
• Perform other related duties as assigned or requested.

Loyola Marymount University Expectations:

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications:

• Typically a Bachelor’s degree or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed. Coursework in event planning and office computer software applications preferred.
• Minimum two years of event planning experience. Previous Cvent experience is plus.
• 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.

#HERC# #HEJ#

Staff Regular

Salary range

$25.19 – $31.49 Salary commensurate with education and experience.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)

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