Conference and Events Assistant

The Conference and Events Assistant II in Research Development Services supports the Events Coordinators and the broader events team in planning, delivering, and evaluating a diverse portfolio of university conferences and events. This position plays a hands-on role in all event phases-from initial planning and preparation to execution and post-event wrap-up-ensuring smooth operations and a positive attendee experience.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Supports Events Planners by executing assigned duties under their direction, ensuring consistency with event objectives and university standards.
• Assists with activities before, during, and after conferences and events, including coordinating logistics, communicating with vendors, and addressing guest needs.
• Supports pre-event logistics planning, including creating TRELLIS invitations, managing RSVP's, venue preparation, decor and set-up, on-site catering arrangements, on-site IT/AV needs and equipment.
• Supports Purchasing Card and events-related expenses reconciliations under the guidance of the Events Planners.
• Provides events inventory support, ensuring that Planners have needed supplies on hand for every event.
• Greets guests, speakers, and sponsors; answers questions and provides assistance as needed to facilitate a welcoming and professional environment.
• Supports post-event logistics such as tear down, clean up, equipment and technology return, and inventory reconciliation.
• Regularly engages in information exchange with internal departments and work groups to coordinate event tasks.
• May be required to respond to requests from university faculty, staff, and external partners regarding event logistics, scheduling, and support.
• May assist with drafting event communications and materials as directed by Events Coordinators.
• Negotiate with suppliers, manage rentals, coordinate transportation and catering, and ensure all necessary permits are secured. Track expenses, monitor inventory,
• May be asked to drive vehicles on university business.

Physical Requirements:

• Must be able to lift 30-40lbs and push/pull 60-80lbs irregularly.

Knowledge, Skills, and Abilities:

• Strong organizational, communication, and interpersonal skills.
• Ability to work collaboratively in a fast-paced environment and adapt to changing priorities.
• Basic technical knowledge with event-related software and equipment.
• Proficiency in Microsoft Excel.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or equivalent and at least three years of experience in event support, hospitality, or a related field; or equivalent combination of education and experience.
• Ability to drive
  according to the University Fleet Safety Policy.