Event Planning Assistant II

• $40300 Annual Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite at UND Grand Forks ND campus

As a professional member of the Communications Marketing and Events team this position reports to the Executive Director of Economic Development. The Event Planning Assistant II provides operational and administrative support for the Division of Research & Economic Developments events executive site visits and communications activities. Working closely with the Strategic Engagement & Events Manager and the Marketing & Communications Manager this position coordinates event logistics prepares meeting materials supports website and social media updates and assists with communications and promotional content.
This position helps promote the Division of Research & Economic Development and UNDs research enterprise to internal and external audiences supporting research engagement strategic initiatives and a positive public image of the university. The position collaborates with partners across campus to advance the divisions priorities and ensure the successful execution of events and communications.

• Coordinate Division Events Site Visits and Logistics
  • Coordinate logistical details for division events conferences outreach activities and executive site visits under the direction of the Strategic Engagement & Events Manager.
  • Reserve meeting spaces coordinate catering transportation audiovisual services parking and other event resources.
  • Prepare detailed agendas itineraries schedules registration materials and event documentation.
  • Coordinate vendors shipments promotional materials and event supplies in accordance with university procedures.
  • Maintain event calendars checklists and planning documentation.
  • Provide on-site support for events conferences and executive visits including setup troubleshooting and event execution.
• Provide Marketing and Communications Support
  • Support the Marketing & Communications Manager in developing digital and print communication materials.
  • Create and update basic digital assets social media posts event promotions and presentation materials.
  • Assist with photography content collection and organization of communication assets during events.
  • Update division websites and maintain routine web content.
  • Assist with newsletters email communications and other routine communication activities.
• Manage event materials and administration operations
  • Maintain inventories of promotional materials event supplies signage and branded merchandise.
  • Coordinate preparation shipping receiving and storage of event and conference materials.
  • Maintain event records files and operational documentation.
  • Track project timelines task lists and logistical deadlines.
  • Assist with purchasing and procurement activities in accordance with university procedures.
• Provide Customer Service and Stakeholder Support
  • Serve as a point of contact for event participants visitors vendors and internal stakeholders.
  • Assist guests speakers and visitors before and during events and site visits.
  • Coordinate communication with university service departments to support successful event execution.
  • Maintain a professional welcoming environment for university guests and partners

• Excellent written communication skills including grammar writing editing and proofreading skills.
• Detail-oriented and well-organized.
• Self-motivated with strong interpersonal skills and commitment to working collaboratively with Marketing and other departments/colleges across campus.
• Ability to manage multiple projects set priorities and meet deadlines.
• Proficiency in Microsoft Office including Excel Access Word Outlook and PowerPoint

• Associates degree
• Two years of professional work experience at a broadcast media outlet creative agency entertainment marketing environment or similar; (or 1 year of experience with a bachelors degree).
• Experience with Adobe Creative Suites.
• Experience with website management and social media trends
• Successful completion of a Criminal History Background Check

In compliance with federal law all persons hired will be required to verify identityand eligibility to work in the US and to complete the required employment eligibility verification form upon hire.This position does not support visa sponsorship for continued employment.

• Bachelors degree in Communications Graphic Design Marketing or related field
• Experience with North Dakota University System and University of North Dakota policies and procedures.
• Experience working with project management tools and technology including Qualtrics OmniUpdate and WordPress.

Please submit a resume and cover letter detailing how you meet each minimum requirement and any preferred qualifications.