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Events Assistant 2

Job Number: 25757
Functional Area: Administration
Department: Career Advising & Professional Devt
School Area: Chancellor's
Pay Range Minimum: $32.00
Pay Range Maximum: $38.10

Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule:
Pay Grade: 6

Posting Description

EVENTS ASSISTANT 2, Career Advising & Professional Development (CAPD), assist staff with planning, executing, and supporting inclusive events at MIT to help students develop educational and career plans. Will be responsible for Event Coordination (30%): Plan workshops and receptions. Develop invitation lists, manage confirmations, arrange speakers, order refreshments, and complete administrative tasks; Vendor & Logistics Support (15%): Coordinate with vendors for lodging, venues, AV, catering, and security. Select career fair vendors, negotiate agreements against budget goals, design layouts, and resolve employer complaints; Information Resource (10%): Explain scheduling procedures and check space availability for interviews and workshops; Real-Time Support (10%): Attend live and Zoom events to assist with setup, logistics, guest greeting, and troubleshooting; Data & Reporting (10%): Track attendance via scanners, upload registration data, and assist with end-of-year reporting; Marketing & Communications (10%): Publicize events via newsletters, boards, and websites. Collaborate on flyers, graphics, and articles; and Operations & Finance (15%): Source cost-effective supplies, submit invoices, reconcile expenses, arrange visitor travel, and serve as Parking Coordinator. Provide backup phone/email support.

Job Requirements

REQUIRED: High School Diploma; a minimum of five years of events or administrative experience, academic setting preferred; and proficient in Microsoft Office/Outlook; strong communication, customer service, and organization skills; ability to prioritize tasks, work independently or in a team, and meet fast-paced deadlines; and excellent attention to detail and availability for evening/weekend events. PREFERRED: Associate's degree.

5/29/2026