Event Admin Assistant – Fun Dynamic Environment

About the Company

The University of Wisconsin-Madison is a public research university in Madison, Wisconsin. Founded in 1848 when Wisconsin achieved statehood, it is the official state university of Wisconsin and the flagship campus of the University of Wisconsin System. UW-Madison is one of America’s ‘Public Ivies,’ a public institution believed to provide a collegiate experience comparable to those of the Ivy League. As a major hub for academic, research, and cultural activities, UW-Madison hosts countless events annually, ranging from academic conferences and cultural festivals to sporting events and community gatherings. We are committed to fostering a vibrant and inclusive campus community.

Job Description

Join the dynamic team at the University of Wisconsin-Madison as an Event Admin Assistant. This entry-level role is perfect for an organized, enthusiastic, and detail-oriented individual eager to contribute to the successful execution of a wide array of campus events. You will provide crucial administrative support to our event management and coordination teams, ensuring smooth operations and exceptional experiences for all participants. This is a fantastic opportunity to gain hands-on experience in a lively, collaborative, and fast-paced environment, making a tangible impact on the university community.

Key Responsibilities

• Provide comprehensive administrative support to event coordinators and managers, including scheduling meetings, managing calendars, and preparing correspondence.
• Assist with event planning logistics such as venue booking, vendor coordination, and materials preparation (signage, registration packets, etc.).
• Process event-related invoices, expenses, and budget tracking under supervision.
• Manage event registration processes, including database entry, attendee communication, and on-site support as needed.
• Prepare and distribute event-related communications, agendas, minutes, and reports.
• Maintain organized event files, both physical and digital, ensuring accuracy and accessibility.
• Liaise with internal departments (e.g., catering, AV, facilities) and external partners to ensure all event requirements are met.
• Handle inquiries related to events, providing professional and timely responses.
• Contribute to a positive and collaborative team environment, offering support to colleagues as required.

Required Skills

• Excellent organizational and time management abilities, with a keen eye for detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Proactive attitude with strong problem-solving capabilities.
• Ability to work effectively both independently and as part of a team.

Preferred Qualifications

• Previous administrative or office experience, preferably in a fast-paced setting.
• Familiarity with event management software or CRM systems.
• A passion for events and a desire to learn about event coordination.
• Associate’s degree or relevant certification in administration, hospitality, or a related field.

Perks & Benefits

• Competitive salary and comprehensive benefits package (health, dental, vision).
• Generous paid time off and holidays.
• Access to university facilities and resources, including libraries, fitness centers, and cultural events.
• Opportunities for professional development and continuous learning.
• Tuition fee remission programs for employees and their families.
• Vibrant campus environment with a strong sense of community and numerous networking opportunities.
• Contribution to meaningful work that supports a world-renowned educational institution.

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