Job Details

Event Assistant

Are you highly organized, detail-oriented, and fulfilled by seeing an event come to life from concept to completion? Join our Exhibits Team and play a vital role in creating dynamic, large-scale conferences across the country. As the Event Assistant for the Exhibits Team, you'll support the planning, coordination, and execution of multiple events. Working closely with the Team Lead, managers, and external partners, you'll help ensure every detail from exhibitor logistics to customer service runs smoothly and efficiently. In this role, you'll contribute to every phase of event production, from initial planning to on-site implementation. You'll collaborate with Exhibit Managers and external partners to transform concepts into engaging well-executed experiences. You'll also partner with our IT team to manage digital event tools, including online registration forms and event websites, overseeing everything from content specifications and testing to final updates. You'll take the lead in communication and outreach efforts, helping to ensure exhibitors, attendees, and partners receive timely and accurate information. A key part of your role will be organizing and training student and temporary staff to provide excellent customer service and assisting in managing escalations or complex inquiries in partnership with Registration and Exhibits Managers.

Key Responsibilities:

• Event Coordination: Support Exhibit Managers in planning and executing multiple conferences and exhibitions from inception to completion.
• Digital Management: Assist in the maintenance of event registration systems and websites in collaboration with the IT team, ensuring usability and accuracy.
• Customer Service & Communication: Respond to exhibitor and attendee inquiries, manage escalation protocols, and lead student and temporary staff in providing high-quality service.
• Exhibitor Management: Facilitate exhibitor applications, booth placements, and payments; monitor data accuracy and follow up on outstanding balances.
• Outreach & Marketing: Collaborate on event marketing campaigns and lead student teams to execute outreach efforts to potential exhibitors and partners.
• On-Site Leadership: Represent the Exhibits Team at national events, ensuring seamless on-site operations and effective team coordination.

You'll work alongside a variety of clients and partners across the country, providing both administrative and on-the-ground support to ensure the successful fulfillment of exhibit operations. This position follows a standard 8:00 a.m. 5:00 p.m. schedule, with extended hours during event periods. You can expect to travel 1530 nights per year to support event operations. This position earns overtime for work beyond 40 hours a week. The Event Assistant reports to the Exhibit Services Manager, Team Lead of Conference Services.

If you thrive in a fast-paced environment, enjoy keeping complex projects organized, and take pride in seeing your work contribute to the success of large, meaningful events, we'd love to have you on our team.

Minimum Requirements:

• Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR
• An Associate's degree in Office Occupations or Office Technology; OR
• Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience. College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Professional Competencies:

• Excellent customer service skills.
• Ability to communicate effectively with individuals from diverse backgrounds and cultures.
• Experience training and organizing the work of others.
• Strong organizational skills and detail orientation.
• Ability to work independently to anticipate needs, prioritize multiple tasks, and follow through while handling frequent interruptions and rapidly shifting priorities.

Preferred Qualifications:

• Bachelor's Degree.
• Two years of experience in events and meetings.
• Experience in fulfilling event coordination from project inception through onsite deployment.
• Fluency in using web-driven database systems and managing records.
• Experience in sales and outreach.
• Experience in training customer service representatives and handling customer service escalations.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background check. This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union. The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. The University of Oregon is an equal-opportunity institution committed to cultural diversity and compliance with the Americans with Disabilities Act. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please email us (...@uoregon.edu) or call 541-###-####.