Event Operations Officer, University Advancement

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

The Event Operations Officer provides a variety of operational and logistical support for the Donor Events team related to the development and execution of donor experiences. Responsibilities include ensuring consistency in event operations across teams, developing a depth of expertise in an event registration and constituent management system, creating event documentation, managing complex event timelines and deliverables, tracking and maintaining supply inventory, and providing comprehensive pre-event, on-site and post-event support.

*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.

Job Description

Essential Functions:

• Assists with the execution of University Advancement events, including (but not limited to) logistics, invitation lists, registration sites, printed and mailed materials, reservations, ticket packets, nametags, and seating.
• Travels as needed to provide onsite event support, including assistance with setup, registration, nametags, vendor management, guest experience, and event strike.
• Manages post-event logistics, including reconciliation of attendees, unpacking/replenishing event materials, routing invoices, arranging debrief meetings, etc.
• Assists with creating and maintaining detailed event documentation, including run-of-show schedules, production notes, and contact lists.
• Assists with event communication materials, such as invitations, signage, and guest communications – often serving as event contact for RSVPs and general inquiries.
• Provides operational and logistical support for all event planning phases — pre-event preparation, onsite execution, and post-event wrap-up.
• Assists in procurement, tracking, inventory, and packaging of donor gifts.
• Maintains an inventory of event templates and materials, ensuring they are up-to-date and easily accessible. These include printed invitations, agendas, nametags, place cards, etc. Ensures supplies are available for Advancement partners.
• Works with University colleagues and external vendors to place work orders, make parking reservations, floral orders, catering orders, rental orders, etc.
• Maintains inventory of vendors, cultivating strong relationships to ensure a reliable network of resources.
• Maintains composure and professionalism under pressure.
• Maintains confidentiality pertaining to information contained in donor records and system data.
• Has high standards for work and pride in contributing to a mission-driven organization.
• Gets excited about the prospect of joining a team that is making a difference in people’s lives every day.

Required Education, Knowledge, Skills, and Abilities:

• High school diploma with three years of related experience in an appropriate discipline.
• Proficiency in Microsoft Office Software (Word, PowerPoint, and Excel) and Google Applications.
• Excellent time management skills and ability to handle concurrent assignments and changing priorities as circumstances dictate; ability to be willing and nimble.
• Self-starter; ability to think independently and anticipate next steps.
• Ability to work successfully in teams and under your own initiative.
• Ability to engage professionally with individuals at every level of an organization, both internally and externally, including high-net-worth individuals.
• Excellent interpersonal and communication skills, both verbal and written, with a broad range of internal and external constituents.
• Superior judgment and a strong work ethic.
• Comfortable being part of a team that largely works behind the scenes.
• Ability to learn and use the Advancement database (Blackbaud) and OnBase document imaging system; develop/refine skills as needed.
• Ability to research and organize information and data with accuracy and attention to detail.
• Strong service orientation; must delight in providing excellent customer service.
• Able to solve problems and think on your feet.
• Ability to analyze and interpret policy and procedural guidelines.
• Ability to answer moderately complex questions and proactively seek additional information to perform assigned duties.
• Respect for the dignity and abilities of all people.
• Ability to work some evenings and weekends.
• Ability to travel as needed to provide onsite event support. Should be able to meet the requirements of the University’s automobile insurance.

Preferred Education, Knowledge, Skills, and Abilities:

• Bachelor’s degree preferred.
• Previous experience in event management, logistics coordination, or an academic (higher education fundraising) environment.
• Familiarity with donor databases, event tools, and related software systems.

Accountabilities:

Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. Remaining in a stationary position, often standing or sitting for prolonged periods. Moving about to accomplish tasks or moving from one worksite to another. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions expected; however, may need to execute events in outdoor elements such as precipitation and wind..

Additional Job Description

Time Type Requirement

Full 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.