Special Events Assistant

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Job Title: Special Events Assistant

Location: 555 Penn Ave Washington DC 20026

Hire Type: Contingent

Pay Range: $25/hr.

Work Model: onsite DC area

Work Shift: Monday – Thursday 8:00 am – 5:00 pm (24-26 hrs. per wk.)

Recruiter Contact: Sean Craft I sean@marykraft.com I 443-345-3305

Nature & Scope:

Positional Overview

We are seeking a highly organized and detail-oriented Special Events Assistant to support event operations for a prestigious academic institution in Washington, DC. This position will play a key role in coordinating and executing special events, including support for major initiatives such as commencement activities.

The ideal candidate will have experience in event logistics, facility coordination, and staff supervision, along with the ability to manage multiple priorities in a fast-paced environment. This role requires strong planning skills, hands-on event support, and the ability to lead event setup and breakdown activities while ensuring a positive experience for guests and stakeholders.

Role & Responsibility:

Tasks That Will Lead to Your Success

Coordinate and supervise the setup, breakdown, and cleanup of events, meetings, classrooms, and special functions.
Ensure event spaces are prepared according to specifications and event requirements.
Monitor event activities to ensure smooth operations and timely execution.
Assist with commencement-related events and other institutional programs.

Staff Coordination

Schedule porter and support staff based on event calendars and operational needs.
Provide direction to on-site porter staff regarding event setups and room configurations.
Ensure staff have access to necessary equipment and resources, including tables, chairs, easels, linens, and room keys.
Assign custodial and operational tasks during event downtime to maximize efficiency.

Planning & Scheduling

Review event schedules and forecast staffing and operational needs one to three weeks in advance.
Coordinate room setup requirements and space utilization across multiple events.
Anticipate logistical challenges and proactively implement solutions.

Administrative Support

Maintain event documentation, schedules, and planning materials.
Utilize Canva to assist with event-related materials, signage, and communications.
Assist with event tracking, reporting, and coordination activities.
Support event management systems and scheduling tools, including 25Live (preferred).

Skills & Experience

Qualifications That Will Help You Thrive

High School Diploma or equivalent.
Minimum six (6) months of related experience.
Experience coordinating events, logistics, facilities, or space management.
Proficiency with Canva.
Strong organizational and communication skills.
Ability to work independently and lead event support staff.
Ability to manage multiple priorities and deadlines in a fast-paced environment.

Preferred

Five (5) to seven (7) years of experience in event management, logistics, facilities coordination, or space management.
Experience using 25Live event scheduling software.
Experience supporting higher education or large-scale institutional events.
Previous experience coordinating commencement ceremonies or large public events.

Skills & Competencies

Strong leadership and team coordination abilities.
Excellent planning, organizational, and problem-solving skills.
Ability to anticipate operational needs and proactively address challenges.
Strong attention to detail and commitment to quality.
Excellent interpersonal and customer service skills.
Ability to adapt quickly in a dynamic event environment.
Creative mindset with the ability to develop event materials and communications.

Work Environment

100% onsite position in Washington, DC.
Part-time schedule of approximately 24–26 hours per week.
Frequent walking, standing, lifting, and movement throughout event spaces.
Occasional evening hours may be required based on event schedules.
Flu vaccination required.