Events Assistant (A)

Hialeah, FL, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Tuition Assistance

Employee Discounts

Training and Development

Job Description

The University of Miami School of Law is a prestigious institution dedicated to providing top-tier legal education and fostering professional development within the legal community. As part of the University of Miami, the School of Law enjoys a rich tradition of academic excellence, inclusivity, and innovation. The institution hosts numerous events including conferences, symposia, continuing legal education programs, and other Law School-related activities that connect faculty, students, legal professionals, and the wider community. These events are critical to the School's mission of advancing legal knowledge and facilitating networking opportunities for all stakeholders.

The Events Assistant position at the Univer... Show More

Job Requirements

High school diploma or equivalent
Minimum 1 year of relevant experience
Effective oral and written communication skills
Ability to handle stressful situations with composure
Strong interpersonal skills
Ability to follow instructions
Availability to work evenings and weekends

Job Qualifications

High school diploma or equivalent
Minimum 1 year of relevant experience
Ability to communicate effectively in both oral and written form
Ability to handle difficult and stressful situations with professional composure
Ability to maintain effective interpersonal relationships
Ability to understand and follow instructions
Must be able to attend evening and weekend events

Job Duties

Performs basic office administrative functions and responds to customer questions and inquiries
Receives and finalizes contracts and assists with collection of event deposits and payments
Sets-up, breaks-down, and transports event equipment
Keeps inventory of materials and food at events to ensure they meet the needs of audience turnout
Maintains guest lists and updated contacts
Sustains relationships with external vendors
Anticipates all support presentation materials and technology requirements and makes appropriate arrangements
Adheres to University and unit-level policies and procedures and safeguards University assets
Monitors the events mailbox and responds accordingly
Assists with speaker and guest travel arrangements and reimbursements following events
Acts as the back up to the Events Director on EMS and Localist events calendar
Assists in day-to-day operations of the Office of Events & Conferences
Works with faculty, students, other Law School administrative units, local and state Bar organizations, and other friends of the Law School in conferences, symposia, CLE programs, and Law School events
Creates relationships with vendors and follows through from receiving quotes to final payment
Assists in coordinating services for events such as accommodation and transportation for participants, facilities, audiovisual equipment, catering, signage, displays, special needs requirements, printing, and event security
Files for continuing education accreditation with the Florida Bar or other state Bars for attorneys and related professionals on a national basis
Verifies attendance, reports to accrediting jurisdictions, processes certificates of attendance, provides research and updated information on accreditation requirements, and maintains accreditation records
Compiles conference materials related to accreditation
Assists with data processing including creation of databases for registration information and merge documentation
Provides support for conference setup including transporting materials to site location
Assists with assembly of conference resource materials such as notebooks, biographies, meeting agendas, name badges, hotel and convention documents
Assists at conference site with attendee registration and customer service
Processes billing quotes and final invoices via the Ariba Purchasing system
Assists with several events and projects simultaneously while maintaining highest level of constituent satisfaction
Attends Law School events and CLE programs and assists with registration, reception, and other related activities as needed
Responsible for collecting registration fees in excess of $1,000
Provides visitor/tourist information for guests
Responsible for global email blasts targeting an audience of 15,000
Responsible for reoccurring events and all elements including venue confirmation, catering, announcements, and scheduling

Job Qualifications

Experience

Mid Level (3-7 years)

Job Location

We didn't receive the exact location for this job posting,

please contact the employer.

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