PDC Event Assistant

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Job Description Summary:

The Events Assistant is responsible for supporting the Events Manager with meetings and events hosted at the Professional Development Center. This position requires flexibility in scheduling for working weekend and evening hours.

Duties include but are not limited to:

Provide on-site customer service; help speakers set up for presentations; provide audiovisual/lighting assistance; act as a greeter and host; direct vendors where to locate and set up services; determine if additional assistance is needed to ensure the best possible guest experience; and assist with catering orders.

Supervise usage of the building which includes opening and closing at designated hours and enforce building policies.

Create name badges and create and post visually appealing room signage.

Coordinate last-minute set changes when requests are received.

Empty trash and set up chairs and tables as needed hours.

Job Description:

Required Qualifications:

• High school diploma or equivalent.
• Proficient in Microsoft Office Suite.
• Outstanding verbal communication skills.
• Demonstrated ability to interact in a positive manner with the public and work independently.
• Strong organizational skills and proven attention to detail.
• Ability to multi-task in a fast-paced environment.
• Ability to work nights and weekends and lift up to 20 lbs.

Preferred Qualifications:

• Knowledge or working knowledge of hospitality management or event planning.
• Experience with the Event Management System (EMS).
• Experience with the America To Go (ATG) catering ordering system.
• Knowledge of Canva.
• Exceptional customer service skills.

Conditions of Employment:

• All hourly employees are subject to the limitations of the Virginia Manpower Control Program and total hours worked may not exceed, on average, 29 hours per week, over the course of a twelve-month period beginning May 1 each year.
• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• This is a restricted position, subject to the continued availability of funding.
• This position involves substantial weekend and evening hours. An average of 10 to 20 hours a week is anticipated, but the actual amount from week to week will vary depending on the event schedule.

Job Duties:

60% Providing on-site customer service to groups:

• Helping speakers set up for presentations.
• Providing audiovisual/lighting assistance.
• Acting as a greeter and group host.
• Ensuring service providers such as caterers and florists are directed where to locate and set up services.
• Determining if additional assistance is needed to improve the guest experience.

20% Supervise group usage of the building:

• Opening and closing the building punctually at designated hours.
• Introducing oneself to the group leader.
• Enforcing building policies to protect the guests and the building.

10% Prepare for the arrival of various groups that use conference space in the School of Education

This includes the following tasks, for which attention to detail is vital:

• Use EMS system to make and edit reservation.
• Assist with catering orders for groups.
• Maintaining and distributing event calendar to relevant parties.
• Making and posting accurate, visually appealing room signage.
• Making name badges.

5% Manual labor in the setup and care of conference space:

• Being involved with and coordinating last-minute set changes when requests are received or when it is a weekend event with limited staffing.
• Emptying trash or setting up chairs and tables.

5% Other:

• Additional duties as assigned.

Additional Job Description:

Pay is $20 per hour.

For full consideration, please provide a cover letter detailing your events experience, resume/CV, and the names and contact information for a minimum of three professional references by the review date of October 1, 2026. Materials received after the review date will only be considered on an as-needed basis.

We will not sponsor applicants for work visas for this position.

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EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.