Event Operations Officer, University Advancement

Event Operations Officer

The Event Operations Officer provides a variety of operational and logistical support for the Donor Events team related to the development and execution of donor experiences. Responsibilities include ensuring consistency in event operations across teams, developing a depth of expertise in an event registration and constituent management system, creating event documentation, managing complex event timelines and deliverables, tracking and maintaining supply inventory, and providing comprehensive pre-event, on-site and post-event support. This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions :

• Assists with the execution of University Advancement events, including logistics, invitation lists, registration sites, printed and mailed materials, reservations, ticket packets, nametags, and seating.
• Travels as needed to provide onsite event support, including assistance with setup, registration, nametags, vendor management, guest experience, and event strike.
• Manages post-event logistics, including reconciliation of attendees, unpacking / replenishing event materials, routing invoices, arranging debrief meetings, etc.
• Assists with creating and maintaining detailed event documentation, including run-of-show schedules, production notes, and contact lists.
• Assists with event communication materials, such as invitations, signage, and guest communications often serving as event contact for RSVPs and general inquiries.
• Provides operational and logistical support for all event planning phases pre-event preparation, onsite execution, and post-event wrap-up.
• Assists in procurement, tracking, inventory, and packaging of donor gifts.
• Maintains an inventory of event templates and materials, ensuring they are up-to-date and easily accessible. These include printed invitations, agendas, nametags, place cards, etc. Ensures supplies are available for Advancement partners.
• Works with University colleagues and external vendors to place work orders, make parking reservations, floral orders, catering orders, rental orders, etc.
• Maintains inventory of vendors, cultivating strong relationships to ensure a reliable network of resources.
• Maintains composure and professionalism under pressure.
• Maintains confidentiality pertaining to information contained in donor records and system data.
• Has high standards for work and pride in contributing to a mission-driven organization.
• Gets excited about the prospect of joining a team that is making a difference in people's lives every day.

Required Education, Knowledge, Skills, and Abilities :

Preferred Education, Knowledge, Skills, and Abilities :

Accountabilities :

Responsible for own work.

Physical Requirements and Environmental Conditions :

Sedentary work primarily involving sitting / standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and / or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. Remaining in a stationary position, often standing or sitting for prolonged periods. Moving about to accomplish tasks or moving from one worksite to another. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions expected; however, may need to execute events in outdoor elements such as precipitation and wind.

Additional Job Description :

Time Type Requirement : Full time