Event Assistant Jobs in Austin, MN (NOW HIRING)

Through strategic storytelling and integrated marketing, The Hormel Institute, University of Minnesota, Communications Department enhances the Institutes reputation, invites engagement and collaboration, inspires action, and shows why and how the Institute advances science through research, education, and community. The Communications Department consists of a Manager, Content Writer, Graphic/Web Designer, Digital Media Specialist, and a Communications Associate who all work together to create a seamless story and user experience that connects from brochures to newsletters to webpages to events and everything in between. 
Reporting to the Communications Manager, the Events Coordinator supports the planning, coordination, and execution of internal and external events and visits that align with The Hormel Institutes mission, vision, and values. Leading up to the event, the Events Coordinator works directly with the event owner to understand the event purpose, goals, and desired outcomes; collaborates across departments to ensure the right teams understand their roles and responsibilities; and keeps track of both their own and team deadlines and assignments. On event days, the Events Coordinator serves as the point person, troubleshooting issues and solving problems; overseeing support staff; managing the event schedule; and guiding the event toward success. Post event, the Events Coordinator organizes and leads debrief meetings with partners to identify lessons learned, if goals were met, and how to improve future events.
The role serves as a strategic partner to leadership, committees, and external stakeholders, while being task-driven, hands-on, and supporting both short- and long-term planning and execution for events and institutional engagement. The position requires strong organizational skills, attention to detail, and the ability to manage multiple concurrent priorities and deadlines. The employer retains the right to change or assign other duties to this position.
Focus of Job Responsibilities

Events Coordination - 65%

     Plans, coordinates, and executes a wide range of institutional events, including seminars, data clubs, recognition events, symposiums, workshops, visits, and large annual offsite employee appreciation events.
    Serve as strategic partner with event owners to build mission-driven events that have clear purpose, goal, and desired outcomes. 
    Support the planning, coordination, and execution of in-person, virtual, and hybrid events of various sizes by developing project plans, timelines and communications to ensure event tasks stay on track.
    Coordinate event logistics for internal and external in-person, virtual, and hybrid events (of all sizes) including items like event budget, registration, attendee management, food and beverage planning, A/V and production needs, room sets, vendor halls, breakout spaces, and activations.
    Oversee the administrative and operational framework for institutional event programs, including development and maintenance of standardized processes, budget alignment, documentation, workflows, and compliance protocols aligned with University, collegiate, and regulatory requirements.
    Assesses events and feedback for opportunities to improve attendee experience and operational efficiency; prepares summaries and reports for leadership and planning committees. 
    Coordinates travel and logistics for event guests, including airfare, ground transportation, lodging, and reimbursements through University of Minnesota systems.
    Negotiates, prepares, and administers contracts and service agreements with vendors, sponsors, and external partners; authorizes contract payments and ensures compliance with University procurement.
    As a member of the Communications team, ensure event communications, key messages, presentations, attendee experience, and staff involvement align with the Institutes mission and priorities, and enhance the organizations reputation.
    Serve as a local community resource for new and existing partner events by developing tool kits, explaining best practices, and providing feedback on event plans. 

External Event Coordination- 20%

    Serves as the primary point of contact for external events hosted at The Hormel Institute.
    Coordinating licensing and insurance requirements, preparing contracts, and supporting events from planning through execution while maintaining high standards of customer service and professionalism.
    Establishing fee structures, including space rental, custodial, consultation, and other services. 

Communications Strategy and Planning - 10% 

    Assist in development of team strategic planning, including identifying individual goals and objectives that align with those of the department and the Institute. 
    Understand and develop strategies for how events are a communications function that showcase the Institute as a state, regional, and national leader in basic biomedical research.
    Represent the Institute at local, regional, and national conferences and meetings when appropriate.
    Stay up to date on event industry standards and best practices for continued professional development.    

Other related duties as assigned - 5%
Flexible Work Profile
The Research and Innovation Office (RIO) and The Hormel Institute endorses a work with flexibility approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota.
This position has been designated as eligible for Flexible Work Profile One.
Flexible Work Profile One, Office/Lab-Based - is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office will be located at The Hormel Institute in Austin, Minnesota. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Required Qualifications

    BA/BS degree with at least two years of experience or a combination of related education and work experience to equal six years; position involves comparing, verifying, and reconciling data to help department achieve overall objectives. 
    This position will need to be available evenings and weekends as required. 
    Experience analyzing and solving complex situations and issues. 
    Demonstrated clear and excellent oral, written, and interpersonal communication skills.
    Demonstrated organizational skills, timeliness, accuracy, and attention to detail.
    Knowledge of Microsoft Office Suite and Google Applications.

Preferred Qualifications

    Proven experience coordinating, planning, and executing events of varying sizes.
    Demonstrated use of events as a tool for strategic storytelling and reputation building.
    Commitment to personal and organizational continuous improvement and growth. 
    A highly effective team player, with the ability to also be independently effective.
    Experience successfully managing multiple projects..
    Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion.
    Commitment to building a culture that respects and embraces diversity, inclusion, and equity.
    Experience in making travel arrangements.
    Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
    Experience handling sensitive and/or confidential information.

Physical & Environmental Requirements

    Must be able to be stationary for long periods of time.
    Must be able to lift 25 pounds.
    Must be able to push/pull carts. 
 

Founded in 1942 by Jay C. Hormel and The Hormel Foundation, The Hormel Institute, University of Minnesota, makes scientific advancements that enhance wellbeing and extend human life. For more than 80 years, we have pursued our mission to conduct research and provide education in the biological sciences with applications in medicine and agriculture. A part of the University of Minnesota's Research and Innovation Office, The Hormel Institute partners with the region's leading biomedical research facilities, including Mayo Clinic. 

Pay Range: $29.98-$34.32; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services 
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U:  http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of Americas Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).