Community Events Assistant

Position Summary The Internet2 Community Engagement Division is seeking a Community Events Assistant to support Internet2 in-person and virtual events as part of the community events team. This position will contribute to the successful planning, execution, and follow-up of conferences and events (both in-person and virtual) by anticipating and meeting the needs of the member community and internal Internet2 stakeholders.

This position will be responsible for ensuring administrative needs are fulfilled - including but not limited to - registration support, webpage support tasks, data management, sponsor fulfillment tasks, on-site event support, financial reconciliations, and other administrative tasks necessary for successful event implementation. This role offers an excellent opportunity on a remote HR team within a dynamic and impactful environment. This position reports to the Director of Community Events. It will require some work in the Ann Arbor office up to five days per week and sometimes with limited notice.

Essential Duties:

• Execute meeting-specific tasks as assigned
• Maintain databases and supporting correspondence, records, minutes, and files
• Design, compile, and distribute reports from various systems, including Stova and Salesforce
• Maintain event-related web pages
• Support sponsorship fulfillment by coordinating deliverables, collecting and placing sponsor assets (logos, materials) on website and marketing collateral, and maintaining organized records of sponsorship correspondence while managing deadlines for deliverables
• Manage sponsorship administration including preparing and processing invoices, maintaining agreements and documentation, tracking fulfillment status in internal systems (Stova, Salesforce, Monday), and compiling reports for planning and post-event analysis
• Coordinate logistics for promotional items and swag including ordering, inventory management, packing/shipping to/from event sites, and onsite delivery to sponsors
• Perform on-site, event-specific administrative duties such as set up and tear down of registration equipment, room monitoring/help desk coverage, sponsor logistics assistance, and general administrative support during events
• Pack, ship, and maintain inventory of supplies
• Maintain internal and external events calendars
• Process event attendee registrations and participate in on-site registration team as necessary
• Provide customer support at meetings by courteous and attentive interaction with attendees
• Receive, distribute, submit, and reconcile event invoices for payment
• Assist in post-meeting tasks including compiling various event reports and collections for outstanding invoices as directed
• Active participation in interdepartmental planning teams, or other teams as assigned
• Perform general administrative duties including, but not limited to, copying, document creation, calendaring, and travel arrangements
• Perform other duties as assigned

Qualifications:

• 2+ years of experience in administrative support, customer service and/or event planning.
• Strong computer skills, especially Microsoft Word and Excel, E-mail, Calendar Software, and Google products.
• Ability to lift/carry/push/pull boxes up to 30 pounds.
• Ability to work in the Ann Arbor Office onsite intermittently, and at times up to 5 days per week (sometimes with limited notice).
• Some domestic travel (by air) is required. Presence at a minimum of (2) week-long events per year is required and additional travel should be anticipated (e.g., pre-event site visits, and presence at smaller & shorter events).
• Ability to work after hours and weekends up to 4 times per year in support of onsite events.

Preferred Qualifications:

• Excellent interpersonal communication skills with a strong service mindset
• Demonstrated experience working on projects requiring extremely fine attention-to-detail with high standards for precision
• Demonstrated ability to work independently and as part of a team, especially under time pressure, to manage priorities and details, while remaining organized in a complex work environment
• Ability to take initiative in refining and improving existing processes and services
• Ability to master new skills
• Experience in meeting planning
• Familiarity with Salesforce, Stova, and/or Monday.com (or similar)
• Experience with invoice reconciliation and/or accounts receivable, and coordinating with marketing/communications on sponsor assets and recognition
• Experience with sponsorship fulfillment/exhibitors/vendors and event registration operations
• Familiarity with the higher education and research community