Events Assistant

Summary

Michigan Medicine is a groundbreaking organization for many reasons, and much of the work that we do is made possible because of philanthropy. Annually, the MM Office of Development raises an average of $190 million which helps us to be a change agent for the world. The Office of Development supports a culture of flexibility, and a hybrid work arrangement is possible for this position.

The Events team is responsible for creating meaningful experiences and opportunities for the Michigan Medicine community which raise awareness and inspire giving in support of our tripartite mission. The Events Assistant will provide high-level administrative support independently and proactively by communicating with team members, donors, faculty, and administration. Tasks include things such as: preparing itineraries, staff events, coordinating purchases, accessing information from donor databases, preparing and submitting reports, among other support tasks. This role will be expected to participate in team events, assist in planning and the implementation of events and will be required to work nights and weekends on occasion.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components patient care, education and research that together enhance our contribution to society.

Responsibilities*

Administrative Support – 50%

• Provide administrative support to the Events team.
• Maintain event storage facilities, stocking all event supplies including but not limited to invitation stock, promotional items and office supplies.
• Manage and coordinate calendars and schedule complex meetings.
• Prepare P-Card and hosting documentation for reconciliation.
• Represent development in handling inquiries of a highly sensitive and confidential nature.
• Work with limited supervision to accomplish goals by independently setting priorities to meet deadlines.
• Work in a fast-paced environment by adapting to ever-changing priorities and at times working under pressure.
• Exercise strong interpersonal, communication and telephone skills when responding to inquiries or complaints regarding matters of a sensitive or confidential nature.
• Ability to develop successful working relationships with internal and external constituent groups.

Event Support – 35%

• Assist with planning and execution of events and committee meetings (ideation to execution). Including but not limited to management of guest lists, tracking responses, coordination of communications, logistics planning, dietary restrictions, assembling mailings, printing day-of materials, and providing onsite support at events.
• Assist lead event planners with assigned tasks associated with large scale events such as facility arrangements, catering, lodging, staffing, and transportation needs.
• Act as point of entry for all events, gathering helpful information to enable the Events team to provide appropriate support.
• Assist event staff with the preparation and mailing of third-party promotional items.
• Provide a high level of professional customer service donor-centric demeanor.
• Exercise punctuality, great attention to detail and excellent organizational skills.

Data Liaison – 10%

• Aid in the creation of monthly activity reports. Ensuring appropriate guest count, number and type of events are accounted for to ensure accurate monthly reporting.
• Provide data support using CRM systems and online registration software.
• Responsible for maintaining and updating event data analytics.

Other duties as assigned – 5%

• Manage other projects and duties as assigned.
• Benchmark best practices against other institutions
• Update and create processes and procedures for maintaining all event team resources.

Required Qualifications*

• High-school graduate or an equivalent education is required.
• At least two years of experience
• Advanced experience with Microsoft Office Suite (Word, PowerPoint, Excel, Visio, etc.)
• Excellent verbal and written communication skills
• Routinely lifts/moves equipment and supplies weighing up to 25 pounds to event venues for event execution needs.
• Proven ability to use discretion and maintain a high level of confidentiality.
• Ability to work flexible hours with occasional weekend and evening work as necessary.
• Candidate must have access to reliable internet.

Desired Qualifications*

• Experience performing event planning related duties.
• Familiarity with University of Michigan and the Michigan Medicine organizational structure
• Experience with Zoom or other virtual meeting platforms.
• Familiarity with development reporting systems.

Work Locations

The onsite location for this position is an office suite at 777 E. Eisenhower Pkwy, Ann Arbor. This building provides free, on-site parking for staff.

Events are generally in the Ann Arbor/Metro Detroit area.

This position may be eligible for flexible work opportunities at the discretion of the hiring department. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment. This position works both onsite and remotely based on the business needs of the unit.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.