Presidential Events Office Assistant

Posting Details

Posting Detail Information

Student Requisition Number

2025107STP

Job Title

Presidential Events Office Assistant

Number of Positions Available

1

Funded by Federal Workstudy only

No

Description of Job Duties and Responsibilities

As a student worker in the President’s Office, you will assist the Presidential Events Coordinator in planning, organizing, and executing a variety of high-profile events hosted by the President of Fairmont State University. This role requires a high level of professionalism, attention to detail, and the ability to handle multiple tasks in a dynamic environment.

Key Responsibilities:

Event Support:

• Assist the logistical planning and coordination of presidential events, including conferences, receptions, and ceremonial functions.
• Help with the setup and breakdown of event spaces, ensuring all materials and equipment are in place.
• Provide on-site support during events, including managing guest check-ins and coordinating with vendors.

Administrative Tasks

• Prepare and distribute event-related documents, such as invitations, schedules, and agendas.
• Maintain and update event planning databases and contact lists.
• Support budget process by tracking event costs and submitting invoices to Financial Services to be paid.

Communication and Coordination

• Serve as a point of contact with vendors, sponsors and guests attending University programs and events.
• Collaborate with campus departments and staff to ensure seamless execution of events.
• Handle correspondences related to events, including responding to inquiries and confirming details.
• Create content for the Presidential Instagram account, including but not limited to recording videos, editing videos and developing post ideas.

Research and Analysis

• Conduct research on potential venues, speakers, and entertainment options for future events.
• Compile and analyze feedback following events to assist in identifying planning improvements for future events

General Office Support

• Provide general administrative support to the Presidential Events Coordinator and other team members as needed.
• Assist with filing, data entry, and other office tasks.
• Capture meeting minutes/notes at events as needed (e.g. Open Mike)
• Other duties as assigned.

Minimum Qualifications

• Current Enrollment: Must be a current student at Fairmont State University. Students interested in a career in Event management, Marketing, Communications, Public Relations, Graphic Design and/or Instructional Design and Technology are encouraged to apply.
• Skills: Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously. Able to problem solve, react quickly, and respond to event needs as they arise. Enthusiasm to positively represent Fairmont State University; Knowledge of Fairmont State University Programs and Services; Comfortable interacting with a diverse group of people including faculty, staff (including senior leadership), students, alumni and the public. Comfortable utilizing Microsoft Office Suite (Word, Excel, PowerPoint); social media platforms and basic office equipment.
• Communication: Excellent verbal and written communication skills; ability to interact professionally with high-level guests and staff.
• Experience: Previous experience in event planning or administrative roles is a plus but not required.
• Availability: Flexibility to work during regular business hours and occasionally evenings or weekends for events. Must be dependable.

Physical Requirements:

• Ability to lift and carry event materials (up to 25 lbs).

Notes to Applicant

Student Appointment Length

Academic Year

Base Hourly Rate

$11.00 -$14.00

Quicklink for Posting

https://www.fairmontstatejobs.com/postings/7242

Department/Supervision

Department

President's Office

Employment Location

Main Campus

Position will report to (title)

Tiffany Raschella

Recruitment/Advertising

Anticipated Hire Date

as soon as possible

Job Posting Date

01/09/2025

Job Close Date