Event Operations Assistant (Student)

The Student Operations Assistant provides administrative and event support to the Office of Special Events at American University. Working under the direction of the Director and Assistant Director, this role assists with event preparation, event-day operations, and post-event follow-up. Responsibilities include managing event logistics, maintaining materials, preparing communications, and providing excellent customer service to campus partners and guests. The position also supports budgetary management, vendor management, and ROI tracking, contributing to the execution of university-wide events.

Responsibilities

• Monitor and respond to department email accounts by routing inquiries to the appropriate staff member and assisting with routine communications as directed.
• Manage and track event budgets, reconcile expenses, and submit invoices for payment.
• Oversee the borrowing of department-lendable items while maintaining organization and inventory.
• Maintain event files, shared calendars, digital documents, and other administrative resources to support office operations.
• Develop relationships and manage contracts with on-campus venues, departments, caterers, photographers, and other partners.
• Compile meeting materials, agendas, and post-event meeting notes as requested.
• Prepare event supplies, signage, registration lists, name tags, programs, and other departmental materials.
• Support post-event administrative tasks, including cataloging feedback and assisting with event closeout documentation.
• Perform other administrative duties and special projects as assigned by the Director or Assistant Director of Special Events.
• Assist the Special Events team with executing university events, including commencement ceremonies, university receptions, presidential events, and other strategic programs.
• Provide event-day support through event setup, welcoming guests, staffing registration and check-in, directing attendees, monitoring event spaces, and assisting professional staff with operational needs through breakdown.
• Maintain event timelines, checklists, and other planning documents under the guidance of professional staff.
• Represent the Office of Special Events in a professional and courteous manner when interacting with students, faculty, staff, vendors, and guests.
• Support post-event breakdown, inventory, and organization of event materials and equipment.

Requirements

• ​​Bachelor's degree​ or equivalent experience supporting event logistics and/or communication efforts.
• ​​2 - 4 years of relevant experience​.
• Experience supporting the planning and execution of high-level events is preferred.
• Excellent written, verbal, interpersonal, and customer service skills.
• Work may be required evenings and weekends in support of university events such as the annual Commencement Weekend and/or to meet deadlines.