Events Assistant, School of Law

External Applicants: 

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. 

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

This position is responsible for independently planning, coordinating and implementing assigned events and supporting building operations at Wake Forest University School of Law. Working under the general direction of the Building & Events Manager, the position carries assigned events from initial planning through on-site execution and follow-up, including vendor coordination, guest travel and visits, and catering arrangements.

Job Description

Essential Functions:

• Independently plans, coordinates and implements assigned events from initial planning through completion, including speaker series, court visits, faculty and staff gatherings, symposia, as well as other large and small events.
• Supports major Law School events including student orientation, the Awards Ceremony, and Hooding & Commencement.
• Coordinates room reservations, setup requests, equipment needs and event schedules with campus partners.
• Coordinates on-site event delivery through room preparation, signage and other relevant marketing materials, check-in, guest assistance and event breakdown, and requests technology support when needed.
• Books approved transportation and lodging for outside guests, prepares itineraries and supports on-campus visits by confirming schedules, meeting locations and arrival details.
• Orders catering for assigned events and recurring faculty development workshops and meetings, confirms headcounts and dietary needs, and coordinates delivery, setup and cleanup arrangements.
• Communicates event requirements to vendors, caterers, and campus partners, and confirms service details and deadlines.
• Develops and maintains event timelines, calendars, checklists, guest information and supply records, and monitors deadlines and outstanding tasks.
• Resolves routine logistical problems within established procedures, and reports building or equipment concerns as needed.
• Develops proposed event budgets, monitors expenses against approved budgets, makes authorized purchases, and processes and reconciles event expenses in accordance with university procedures.

Other Functions:

• Compiles optional event feedback and suggests improvements to processes and systems.
• Supports other projects and initiatives as workload permits.

 

Required Education, Knowledge, Skills, Abilities:

• A high school diploma or equivalent, and one year of related experience in event support, hospitality, customer service or administrative support.
• Demonstrated ability to independently plan, coordinate and carry out events from initial arrangements through completion.
• Strong organizational and problem-solving skills, including the ability to prioritize competing assignments, meet deadlines, anticipate logistical needs and adapt to changing circumstances while recognizing when to seek guidance.
• Clear written and verbal communication skills and the ability to collaborate effectively with others and provide respectful service to people with varied backgrounds and access needs.
• Attention to detail and accuracy in confirming event arrangements, maintaining records and tracking purchases and expenses.
• Proficiency with email, shared calendars, word processing and spreadsheets, along with the ability to learn university event, travel, and purchasing systems and other relevant technology.
• The ability to handle sensitive guest and travel information discreetly and follow university procedures.

 

Preferred Education, Knowledge, Skills, Abilities:

• Experience supporting events in a college, university or comparable setting.
• Familiarity with room scheduling, event registration, travel reservation or purchasing systems.
• Experience working with caterers and supporting guest visits is preferred.

 

Accountabilities:

• The position works under the general direction of the Building & Events Manager and independently organizes and delivers assigned events with minimal day-to-day supervision.
• The manager establishes overall priorities and approves event scope, budgets and schedule changes.
• The position makes operational decisions within approved plans, budgets and university procedures and seeks guidance when changes exceed established authority or involve significant safety, financial or reputational concerns.
• The position is accountable for event readiness, timely execution, accurate records and responsive service.
• The position has no supervisory responsibilities.

 

Physical Requirements:

• Event support involves moving among campus venues, periods of standing or sitting, reaching, bending and handling supplies or equipment.
• Tasks may involve lifting, carrying, pushing or pulling materials, with carts, team assistance or other reasonable accommodations as appropriate.

 

Environmental Conditions:

• Work occurs primarily in offices, classrooms and event spaces, with occasional outdoor event support as needed.
• Conditions may include crowds, event noise, changing weather and busy setup periods.
• Event duties require on-site support.
• The regular schedule is 20 hours per week, with occasional adjustments to include early mornings, evenings or weekends based on event needs. These hours replace other regularly scheduled hours within the same workweek, maintaining a total of 20 hours per week. Schedule adjustments are coordinated with the Building & Events Manager.

Additional Job Description

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Wake Forest University School of Law Statement of Non-Discrimination and Equality of Opportunity:

Wake Forest University School of Law will foster and maintain equality of opportunity for students, faculty, and staff, without discrimination or segregation on the basis of race, color, ethnicity, religion, national origin, sex, gender, gender identity or expression, sexual orientation, age, disability, genetic information, or military status.

 

Wake Forest University Statement:

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability, and veteran status and encourages qualified candidates across all group demographics to apply. 

 

Disclaimer

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

 

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

 

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status. If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact askHR@wfu.edu.

Time Type Requirement

Part time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.  

 

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.