Events Planning Assistant 1

Massachusetts, United States
09 Oct 2019
End of advertisement period
09 Dec 2019
Contract Type
Full Time

Functional Area: Event Planning
Department: Mathematics
School Area: Science
Employment Type: Full-Time
Employment Category: Non-Exempt
Visa Sponsorship Available: No

Working at MIT offers opportunities, an environment, a culture – and benefits – that just aren’t found together anywhere else. If you’re curious, motivated, want to be part of a unique community, and help shape the future – then take a look at this opportunity.

EVENTS ADMINISTRATIVE ASSISTANTMathematics, to plan and coordinate all department events and provide administrative support to faculty. Will be responsible for all regular and special event planning in the department. This will include determining schedules, venues, and dates; coordinating contract negotiations; creating contingency plans for potential problems; designing themes, décor, and floor plans; entertainment and publicity coordination; guest list suggestions; hotel, parking, and local transportation arrangements; invitation design, mailing, and RSVP tracking; ordering equipment from third-party vendors; registration/database management; selecting caterer and developing menu; supervising contributors, including bartenders, photographers, AV technicians, and staff; planning events within budget; and serving as alcohol liaison. Administrative duties for faculty will include providing support for a group of department faculty including assistance with seminars, workshops, and colloquia; creating posters and preparing documents; making travel arrangements; and handling financial reimbursements and purchases. 

Job Requirements

REQUIRED: at least three years’ related experience; proficiency with Microsoft Office, e-mail, and internet navigation; willingness to learn new skills and technology; demonstrated strong writing, communication, and organizational skills; attention to detail; ability to prioritized and handle multiple tasks simultaneously, follow through on assignments, and work as a part of a team; initiative; good judgment, discretion, tact, and diplomacy; and ability to perform light lifting associated with event preparation such as moving chairs and tables. PREFERRED:  familiarity with design and/or publication software, and a bachelor’s degree. Job #18101-5

Should be available to work flexible hours when needed due to occasional evening and weekend events.

MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.