Events Coordinator

The Events Assistant is a key support role within the Operations department, responsible for assisting in the planning, coordination, and execution of university events. This position will work closely with the Events Manager to ensure seamless event logistics, maintain event records, and facilitate smooth communication with vendors, attendees, and internal teams. The ideal candidate will be detail-oriented, proactive, and able to manage multiple tasks in a dynamic environment.

• Event Logistics & Coordination:
• Assist the Events Manager with event logistics, sourcing vendors, and conducting hotel/venue research.
• Maintain and update the university’s Events Calendar.
• Monitor the Events inbox during high-volume periods and manage emails related to event RSVPs.
• Create events in Gatsby, track RSVPs, and schedule event-related email communications.
• Assist with mail merge email invitations and attendee communications.
• Event Preparation & Execution:
• Manage attendee lists and prepare name tags and place cards for events.
• Maintain inventory of event supplies and assist with designing and ordering collateral materials.
• Compile event materials and coordinate shipping to event locations as needed.
• Support on-site check-in and assist with event execution and troubleshooting.
• Administrative & Budget Support:
• Prepare agendas and collect materials for team retreats and meetings.
• Record and share meeting notes and recordings with relevant stakeholders.
• Maintain an organized filing system for event-related documentation to ensure easy retrieval.
• Assist the Events Manager in reconciling event budgets as needed.
• Perform other related duties as assigned.

• Bachelor’s degree in a relevant field or equivalent work experience.
• Strong organizational and administrative skills.
• Excellent written and verbal communication abilities.
• Proficiency in event management tools, Microsoft Office, Google Suite, and email marketing platforms.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and adaptability.

• Experience in event coordination, hospitality, or project management.
• Familiarity with Gatsby or similar event management software.
• Knowledge of vendor management and budgeting best practices.

• Must be able to stand and walk for extended periods, up to 6-8 hours per shift, especially during events.
• Frequent lifting, carrying, and moving of event materials and supplies up to 25 pounds; occasional lifting up to 50 pounds with assistance.
• Requires bending, kneeling, reaching, and stretching to set up event spaces, adjust decorations, and move equipment.
• Must be able to push, pull, or maneuver carts loaded with event supplies and catering materials.
• Occasionally required to climb ladders or step stools to hang decorations, adjust lighting, or retrieve items from storage.
• Fine motor skills needed for handling event materials, assembling promotional displays, and managing registration lists.

EEO / AA STATEMENT OF NON-DISCRIMINATION

UATX does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.