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The University of Pittsburgh is seeking a qualified Events Assistant in the Office of Special Events. The Office of Special Events (OSE) works with senior leadership to create, coordinate, and execute premier and high-profile University events. Signature events range from intimate occasions to official University-wide academic ceremonies. OSE also provides event production, execution, and protocol consultations for internal and external partners.

Duties associated with this position include, but are not limited to, providing support for senior members of OSE event coordinators, assisting in the development of events such as researching information of attendees and creating guest lists, creating event materials, coordinating room reservations for events, technical design and implementation of invitations and electronic mailings, and on-site event support. The Events Assistant will field questions from event attendees, provide event details and web-site updates, and manage event RSVP’s. Also, the Events Assistant will work with different avenues of social media, on-line event management resources, and conduct research to create data analysis to study event trends using qualitative and quantitative practices.

This role is a hybrid position at the Pittsburgh campus office during the hours of 8:30am-5pm; regularly scheduled hours may vary based on events which may include nights, weekends, and holidays. Experience working special events, event management and planning, or a related field preferred. Experience working in higher education and knowledge of academic protocols is also preferred. Combination of education and relevant experience will be considered in lieu of education and/or experience requirement.

Performance Standards:

Exceptional written and verbal communication skills as well as strong proofreading skills.

High proficiency using Microsoft Word, Excel, Powerpoint, Outlook, and Teams.

Experience in using Adobe Creative Cloud Programs (specifically InDesign, Photoshop and Illustrator) is preferred.

Demonstrate the ability to operate in a team-oriented environment.

Ability to think critically and creatively is required.

Must be able to multi-task, meet strict deadlines, and work in a fast-paced environment. 

Organization and attention to detail are imperative to ensure efficient project development and completion. 


Job Summary
Coordinates all event logistics for meetings, conferences, seminars, and special events; arranges logistics related to the facilities, speakers, technology, equipment, transportation, and personnel; and schedules all events. Manages marketing materials, event set ups, and event activities.

Essential Functions 
Assist the event managers with proposed guest lists, background information, and mailing addresses.

Provide updates to the University database with updated guest information as necessary.

Create mailing databases used for invitation distribution and event follow-up correspondences

Log and maintain event RSVP’s and provide daily updates to the event managers.

Provide overall support of all event materials, on-site event supplies, and post-event material re-stock. 

Research and secure room reservations and coordinate campus venues, on-line reservation forms, and campus service providers.

Responsible for providing excellent customer service and maintaining relationships with campus administrative assistants to collect pertinent and confidential contact information.

Physical Effort 
Standing, sitting, and traveling about the University campus are required. Event equipment set up assistance and adjustments may be required. The ability to stand, sit, walk, bend, and lift objects up to 30 pounds is required.

 
Assignment Category Full-time regular
Job Classification Staff.Events Coordinator
Job Family Administrative Support
Job Sub-Family Events
Campus Pittsburgh
Minimum Education Level Required Bachelor's Degree
Minimum Years of Experience Required No experience required
Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.
Work Schedule Monday - Friday, 8:30am - 5:00pm
Work Arrangement Hybrid: Combination of On-Campus and Remote work as determined by the department.
Hiring Range TBD Based Upon Qualifications
Relocation Offered No
Visa Sponsorship Provided No
Background Check For position finalists, employment with the University will require successful completion of a background check
Child Protection Clearances Not Applicable
Required Documents Resume, Cover Letter
Optional Documents Not Applicable