Employment

Executive Office and Administrative Specialist

U of M Requisition Number: 155936
Class: 1885–Executive Office and Administrative Specialist - Event Planning
Supervisor:Director of Event Planning

The event assistant serves as administrative support for the event planning team and provides customer service to event volunteers and donors.

Responsibilities

40% - Provides administrative support to the director of event planning, associate directors of event planning, and event coordinators: assists in monitoring activities of event subcommittees and respective volunteers by attending committee meetings as needed, recording and transcribing actions taken, and preparing meeting notes as required; maintains event-related files; generates committee correspondence and reports; edits, proofs, and prepares documents and assembles appropriate materials for committee meetings; assists with registration coordination, including name tag creation and staffing at registration tables; assists with auction coordination; attends events as required and performs other duties as assigned.
40% - Establishes and maintains systems to monitor event activity, donation redemption, and sponsorship payment. Maintains accurate records of event participants and contributions (including sponsorships, silent and live auctions) in Raiser's Edge and other event databases. Provides timely and accurate lists and reports to support effective event management. Coordinates on-site auction redemption for fund-raising events and appropriate follow up.
5% - Manages event meeting arrangements and scheduling, including securing a location and caterer and preparing, distributing, and maintaining guest/committee list(s).
5% - Prepares and submits data queries for activities, including but not limited to, sponsorship and auction solicitation and information dissemination to attendees, donors, and prospects. Conducts searches on donors and prospective donors utilizing the Internet and other resources; manages and maintains donor records.
5% - Establishes and maintains computerized records, reports, and forms; handles routine paperwork and the ordering of event supplies.
5% - Serves as the initial contact in handling event-related questions and solving problems.

Qualifications

Essential Qualifications

Four years general office experience, preferably in a health-care, academic, fund-raising, marketing, or nonprofit environment.
Working knowledge of Microsoft Office: Word, Excel, Outlook, PowerPoint. Database experience also required.
Ability to handle multiple priorities and work independently in a fast paced, complex environment.
Excellent customer relations, interpersonal, and oral and written communication skills
Willingness to work limited evening and weekend hours as required
Ability to lift boxes (up to approximately 35 pounds) from the floor or storage shelves and transport them to a vehicle outside the building
On the event day: ability to spend 10+ hours engaging in physical activity, including moving boxes from storage to venue; setting up registration tables, auction displays, and signage; setting and decorating tables and arranging tiered centerpieces; greeting and assisting guests at registration; tearing down and loading tables, chairs, and tablecloths; transporting and disassembling centerpieces and displays and loading them into vehicles, etc.
Excellent organizational, project and time management, problem-solving, analytical, negotiation, presentation, and customer-service skills
Creative problem solving skills

Preferred Qualifications

Experience in event planning
Proven ability to work effectively with volunteers
Familiarity with Raiser's Edge database program

Applications will be accepted only through the University of Minnesota's online employment system. Please submit a cover letter and resume to this system for consideration.

The University of Minnesota is an equal opportunity educator and employer.