University of Southern California
The USC Viterbi School of Engineering seeks a dynamic and proactive Events Assistant to provide essential support for a wide range of events coordinated by the Viterbi Advancement team. Reporting to the Associate Director of Events, this position offers an opportunity to contribute to and develop foundational skills in event planning, logistics, and operational support in a collaborative and high-energy environment.
Key Responsibilities:
- Assist with the execution of Viterbi School events, including receptions, student and alumni gatherings, donor events, and other school-wide initiatives. Provide on-site logistical support during events, including event setup, registration and check-in, managing vendors and volunteers, and addressing any issues that arise.
- Coordinate event space reservations, catering orders, signage, and audiovisual equipment setup in collaboration with vendors and stakeholders to ensure timely and accurate delivery of services. Maintain a preferred vendor roster.
- Assist in the creation and distribution of event invitations and communications, including data coordination, email, social media, and other platforms as needed. Coordinate event registration and RSVPs and manage attendee lists.
- Prepare and distribute event briefings for a variety of stakeholders.
- Assist with event budgeting and financial management, including tracking expenses and reconciling event budgets.
- Maintain and prepare event supplies and materials, ensuring readiness for use during events.
- Conduct post-event follow-up activities, including compiling feedback and summarizing successes or areas for improvement. Maintain accurate event records and documentation.
- Assist in maintenance of the Viterbi Events Council, helping share best practices, policies, and various materials across Viterbi departments, including scheduling, organization and follow-up.
- Model exemplary conduct as a representative of the Viterbi School in all internal and external meetings and activities. Engage tactfully and appropriately in high-touch meetings and events.
- Provide administrative support to the Associate Director of Events and leadership as needed.
- Execute other duties as assigned.
Preferred Qualifications:
- Bachelor’s degree.
- Strong organizational and multitasking abilities with an emphasis on efficiency and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and comfort with learning event management software.
- Excellent verbal and written communication skills.
- A proactive approach to problem-solving and a willingness to take on new challenges.
- Availability to work occasional evenings and weekends as required by event schedules.
Diversity, equity, and inclusion are central to the mission of the USC Viterbi School of Engineering. Viterbi staff are expected to facilitate a culture of support and service, to model civility and respectful engagement at all times, to maintain the highest ethical standards, and to maintain strict confidentiality across all facets of their work.
Additional Information:
This is a hybrid position at USC’s University Park Campus and USC Tower located in Los Angeles, California. This position is not eligible for fully remote work.
Additionally, please note that the Events Assistant must be available to work nights and weekends on an occasional basis to support events that take place outside of regular business hours. The ability to work a flexible schedule and adjust to the needs of the Advancement Office event schedule is essential for success in this position.
The hourly rate range for this position is $24.62 – $27.59 per hour. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope of responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
Required Applicant Documents:
A resume/CV and a cover letter are required. Please feel free to upload your application materials in a single document.
Minimum Education: Bachelor’s degree, Combined experience/education as substitute for minimum education
Minimum Experience: 3 years
Minimum Field of Expertise: Secretarial or specialized clerical and administrative experience
USC is a smoke-free environment
USC is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying.
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) ###-####, or by email at …@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.
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