Events Assistant

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University of Miami School of Law

Events Assistant

Job Description

The Events Assistant helps event staff with planning and hosting meetings, conferences, and other events in the assigned department. Specifically, the Events Assistant assumes responsibility for making location, food, transportation, and presentation arrangements. 

CORE JOB FUNCTIONS                                                                                                           

Performs basic office administrative functions and responds to customer questions and inquiries. Receives and finalizes contracts and assists with collection of event deposits and payments. Sets-up, breaks-down, and transports event equipment. Keeps inventory of materials and food at events to ensure they meet the needs of audience turnout.  Maintains guest lists and updated contacts. Sustains relationships with external vendors. Anticipates all support presentation materials and technology requirements and makes appropriate arrangements.  Adheres to University and unit-level policies and procedures and safeguards University assets. Monitors the events mailbox and responds accordingly. Assists with speaker and guest travel arrangements and reimbursements following events. Acts as the back up to the Events Director on EMS and Localist events calendar.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS                                                                                                         

Education:

High School diploma or equivalent

Certification and Licensing:

Not Applicable

Experience:

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.
• Ability to handle difficult and stressful situations with professional composure.
• Ability to maintain effective interpersonal relationships.
• Ability to understand and follow instructions.
• Position requires attendance at evening and weekend events.

DEPARTMENT ADDENDUM

Department Specific Functions

• Assists in day-today operations of the Office of Events & Conferences.  Works with faculty, students, other Law School administrative units, local and state Bar organizations, and other friends of the Law School, in conferences, symposia, continuing legal education programs, and Law School events.

• Create relationships with vendors and follow through from receiving quotes to final payment.   

• Assist in coordinating services for events such as accommodation and transportation for participants, facilities, audiovisual equipment, catering, signage, displays, and special needs requirements and printing and events security.

• Files for continuing education accreditation with the Florida Bar or other state Bars for attorneys and related professionals on a national basis.  Also responsible for verification of attendance, reporting to accrediting jurisdictions in required formats, processing certificates of attendance, providing research and updated information with respect to accreditation requirements, and maintaining accreditation records. Compiles conference materials related to accreditation.

• Assists with the processing of computer data, including but not limited to the creation of databases for registration information and the creation of merge documentation and list summaries. Provides support for conference set up including transporting materials to site location.  Assists with assembly of conference resource materials such as notebooks, biographies, meeting agendas, name badges, hotel and convention documents.  Assists at conference site with attendee registration, and customer service.

• Process billing quotes and final invoices via the Ariba Purchasing system.  

• Assist with several events and projects simultaneously while maintaining highest level of constituent satisfaction.

• Attends Law School events and CLE programs and assists with registration, reception, and other related activities as needed.  Responsible for collecting registration fees in excess of $1,000.  Provides visitor/ tourist information for guests.

• Responsible for global email blasts targeting an audience of 15,000.  

• Responsible for reoccurring events and all elements of such events including but not limited to venue confirmation, catering, announcements, and scheduling.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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