Events & Conferences Services Assistant

We value our students! If you see an open position that is right for you we encourage you to apply!

Position Summary

The Events and Conferences Services Assistant will support the planning and execution of a wide range of events and conferences organized by the Events and Conferences Services Department. This role is ideal for students who are detail-oriented organized and interested in gaining hands-on experience in event management.

As an Events Assistant you will gain invaluable experience in understanding how events come together from start to finish. The department seeks a personable enthusiastic individual who is eager to learn about event planning at Chatham University.

Students interested in the Summer 2026 position are encouraged to apply as the Events and Conferences Services Department anticipates hiring for this role during the summer term.

Hours: Available Monday through Friday including mornings evenings and weekends as needed for events. This position will be a combination of remote and in-person work. Flexibility can be accommodated based on a students academic schedule.

The Spring 2026 position is allotted 1015 hours per week between February 2026 and April 2026. Hours may vary from week to week depending on the number of events and ongoing projects.

Qualifications and Skills

• Must be a current student; undergraduate and graduate students are welcome to apply

• Experience assisting with in-person events including designing invitations is preferred

• Familiarity with MyChatham and additional systems (Help Desk Tools Happenings Manager Eventbrite Localist Facility Ticket Submissions ASTRA Catertrax) is a plus

• Prior experience in event planning or customer service is beneficial but not required

• Proficiency in Microsoft Office Suite (Word Excel PowerPoint)

• Experience with or knowledge of Zoom Pro and Microsoft Teams

• Strong verbal and written communication skills with an outgoing and creative approach

• Detail-oriented organized and able to manage multiple tasks simultaneously

• Ability to work both independently and collaboratively while meeting deadlines

• Willingness to work evenings and weekends as needed

• Flexibility to work both remotely and on campus as required

Duties and Responsibilities

• Provide administrative and logistical support to the Events Manager for in-person events

• Manage the Events inbox and follow up with internal and external clients

• Attend weekly meetings with the Events Manager

• Assist with submitting facility setup audiovisual and catering requests

• Participate in venue walkthroughs with the Events Manager

• Maintain the Events Managers scheduling calendar

• Assist with submitting and tracking purchase orders and invoices

• Track and log all internal and external events catering orders and related documentation

• Serve as a representative of the Events and Conferences Services Department when the Manager is unavailable

• Create and post events using the Localist platform

• Reserve event spaces using the reservation system (ASTRA)

• Develop a working knowledge of campus spaces room setups catering requirements and audiovisual needs

• Maintain event timelines and checklists to ensure tasks are completed on schedule

• Be available to work some evenings and weekends

Application Instructions

Interested candidates should submit a resume and a brief cover letter outlining their interest in the position as well as any relevant experience.

All current student employees should notify their other manager(s) if you work multiple jobs on campus at the same time. Additionally students may not work more than 20 hours per week (combined between all campus jobs) during the academic year. Students may not exceed 980 work hours per calendar year.

Student jobs do not automatically roll over to the next academic year or summer.

Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus which promotes employee and student success and retention.

Chatham University is an Equal Opportunity Employer with a strong commitment to diversity inclusion and equity. Chatham University does not discriminate on the basis of race creed color religion gender gender identity gender expression sex (including pregnancy childbirth reproductive health decisions or related medical conditions) sexual orientation age national origin age disability genetic information veteran status marital or family status political affiliation or any other characteristic protected by applicable law.