Event Planner Assistant Jobs in Merced, CA (NOW HIRING)

•  Assist with planning, coordinating, and executing events and conferences by following established guidelines, policies, and standard practices.
• Support coordination of event logistics including facilities, equipment, scheduling, staffing, and event components.
• Coordinate event setup and tear-down activities.
• Assist with logistical arrangements such as vendor access, security coordination, parking, and site requirements.
• Support the development and maintenance of event timelines and schedules as assigned.
• Participate in pre-event, day-of-event, and post-event activities.
• Provide on-site event support to help ensure smooth operations and a positive attendee experience.
• Develop working knowledge of event planning terminology, processes, and related policies and procedures.
• Consult with more senior events and conference professionals regarding complex or unusual situations.
• Routinely interact with internal and external stakeholders, vendors, speakers, and attendees to support event execution.
• Communicate event details and logistical needs in accordance with established guidelines and instructions.
• Coordinate routine speaker and attendee logistics, including accommodations, transportation, and special requirements as assigned.
• Respond to questions by applying established policies and standard procedures.
• Provide work direction to volunteers, student employees, and event support staff as assigned.
• Maintain professional and service-oriented interactions to support positive stakeholder relationships.
• Gather and compile data to support budget development, vendor or venue selection, and event planning activities.
• Assist with tracking event expenses and reconciling financial records in accordance with established guidelines.
• Provide regular updates and information to support budget monitoring as assigned. Support post-event evaluations by collecting feedback from attendees, stakeholders, and staff.
• Compile event data and assist in preparing post-event summaries or reports.
• Identify and communicate routine issues or areas for improvement to more senior staff.
• Prepare and coordinate distribution of event and promotional materials including programs, signage, invitations, communications, and feedback surveys.
• Support event promotion efforts using established communication channels such as websites, email, and social media.
• Assist with implementing and maintaining event registration processes, including use of online systems.
• Maintain attendee databases and scheduling systems to ensure accurate event information.
• Prepare and process event-related documentation including invoices, work orders, requisitions, and related paperwork.
• Maintain organized event files, records, and documentation in accordance with established procedures.
• May be required to obtain additional training and/or certification as part of professional development, based on department and/or campus needs, to stay current with industry standards.
• At the direction of appropriate administrator, may provide support to other areas as needed.
• The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.
• Other duties as assigned.

• Prior experience in a CSU or higher education setting.
• One (1) year of direct customer service experience in related setting, such as event, conference planning, sales or related area.
• Prior experience with event contracts, leases, direct pay and reconciliation.
• Prior experience developing or working with event layouts, diagrams, or floor plans to support event setup and space planning (e.g., Social Tables, Cvent Diagramming, or similar).
• One (1) year of experience with donors, stakeholders, and event attendees.
• Prior experience using event management or scheduling systems (e.g., 25Live, EMS, procurement or similar) to coordinate events, maintain records, and track logistics.
• Prior experience supporting event logistics and on-site coordination, including setup, vendor coordination, attendee support, and fundraising event execution.
• One (1) year of experience coordinating events, conferences, or fundraising activities, including planning and execution support.

• General professional knowledge of events and conference planning and management.
• Demonstrated communication and interpersonal skills to collaborate effectively with internal and external stakeholders and event attendees.
• Skill in following guidelines and providing input and feedback as required and applicable.
• Ability to work both independently as well as part of a team, with a customer and stakeholder service-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.
• Analytical and math skills to complete research and coordinate and reconcile financial accounts.
• Organizational skills to plan, organize, and prioritize work.
• Computer skills to appropriately use technology and relevant software packages as required.

• Position may be required to travel.

• Valid California driver's License.

Applications will be processed in accordance with Article 9.3 of the CSU/CSUEU Memorandum of Understanding.  Preference will be given to qualified individuals currently employed at CSU Stanislaus in bargaining units 2, 5, 7, and 9 except when it is determined that it is necessary to appoint outside applicants to meet the best interest of the campus by obtaining specialized skills and abilities not available from current employees.

California State University, Stanislaus serves the San Joaquin Valley and is a critical educational resource for a six-county region of approximately 1.5 million people. The University is fully committed to creating a culture of diversity and inclusion - one in which every person in the University community feels safe to express their views without fear of reprisal. Widely recognized for its quality academic programs, the University has 10 nationally accredited programs and 662 faculty members. 94 percent of full-time faculty holds doctorates or terminal degrees in their fields. The University offers 43 undergraduate majors, 16 master's programs, 7 post-graduate credentials, a doctorate in education and serves more than 10,000 students. New instructional facilities have been built for the unique pedagogy of professional programs, laboratory sciences and performing arts.

Stanislaus State continues to receive national recognition with its ranking as one of the best 384 colleges in the nation by The Princeton Review. The University was one of 12 public universities in the nation to be recognized by the American Association of State Colleges and Universities for demonstrating exceptional performance in retention and graduation rates. In addition, U.S. News and World Report ranks Stanislaus State in its top 10 among public universities in the West, while Washington Monthly honored Stanislaus State as the West's No. 1 university for the money. Stanislaus State also is recognized as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education.

Clery Act Disclosure

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the annual security report (ASR), is now available for viewing at https://www.csustan.edu/annual-campus-security-report. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Stanislaus State for the previous three years. A paper copy of the ASR is available upon request by contacting the office of the Clery Director located at One University Circle, Turlock, CA 95382.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, national origin, sex, sexual orientation, covered veteran status, or any other protected sta...