"Presidential Events Office Assistant"

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.