University Events Assistant

Colgate University · Hamilton, OH, Butler County, OH; Ohio, United States

The University Events Assistant provides administrative and operational support for the registration management, and execution of more than 45 special events annually. Available for both the Fall and Spring semesters, this role involves regular on-site work in the University Events Office to assist with routine communications, document preparation, and event logistics. Schedule details include up to 25 hours per week during standard business hours (8:30 a.m. – 5:00 p.m.), arranged in consultation with the University Events Director, with mandatory evening and weekend hours required to support live event coverage.

Key responsibilities include:

• Administrative Support & Data Management: Handle daily office tasks including email and phone correspondence, internet research, document copying, proofreading, and event collateral creation. Maintain accurate event registration data and track event logistics using tools such as Raiser's Edge, NXT , and Google Workspace.
• On-Site Event Operations: Staff major campus traditions and ceremonies including Commencement, Reunion, Homecoming, Family Weekend, Arts, Creativity, and Innovation Weekend, dedication ceremonies, and receptions.
• Event Logistics & Guest Services: Assist with event setup and staging, greet guests, distribute nametags, operate golf carts for guest shuttles, and liaise with vendors on event days.

The ideal candidate possesses strong interpersonal skills and a genuine interest in event planning. They must be comfortable interfacing with a wide range of campus stakeholders including alumni, parents, and community members while balancing multiple daily priorities with accuracy and confidentiality.

Qualifications:

• Exceptional verbal and written communication skills with strong phone and email etiquette.
• Sharp attention to detail, accuracy, and efficient time-management skills.
• Demonstrated ability to manage multiple tasks simultaneously.
• Collaborative mindset with an eagerness to share creative ideas and participate in team brainstorming.
• Demonstrated interest in event planning and management.
• Strict commitment to discretion and maintaining confidential information

Up to 25 hours per week from January, 2027 through June, 2027.