Administrative Assistant & Events Operations Coordinator

California College of the Arts (CCA)•San Francisco, CA

1d•Onsite

About The Position

The Professional Engagement and External Partnerships Office (PEEP) at California College of the Arts seeks a highly organized, collaborative, and detail-oriented Administrative Assistant & Events Operations Coordinator for a temporary position supporting office operations, event coordination, student staff scheduling, and select marketing and communications projects. This role is ideal for someone with strong administrative and project coordination skills who is also comfortable supporting basic design, communications, and promotional needs. The position will support day-to-day office administration, coordinate work-study student schedules, assist with marketing timelines, and lead preparation and day-of execution for a wide range of PEEP events, including speaking engagements, lectures, networking events, workshops, and program events across the college. A core function of this role is helping organize and mentor a team of 10+ work-study students, ensuring student staff is aligned, prepared, and supported during office projects and events. The Administrative Assistant & Event/Communications Coordinator will work independently with guidance from PEEP leadership staff and will model strong communication, professionalism, teamwork, and attention to detail. Please note that CCA is transitioning and working towards a wind down of operations with the 2027 academic year.

Requirements

Extensive prior experience supporting PEEP administrative work and events, and leading work-study students within the PEEP team.
Familiar with using Notion for project organization and collaboration.
Demonstrated ability to work independently, manage priorities, and maintain consistent communication with supervisors.
Strong leadership and interpersonal skills, including the ability to direct others respectfully and calmly under pressure with professionalism and maturity to lead event operations and mentor student staff.
Ability to perform physical office administrative and event support tasks (moving supplies, setting up rooms, standing/walking during events), as required.
Must be available to work in-person on a consistent weekly schedule and during all PEEP events.
Experience supporting speaking engagements and lectures, and events in the arts (presenter support, audience flow, room management).
Familiarity with microphones and basic A/V event technology.
Strong eye for spatial design, staging support, and audience experience.

Responsibilities

Support daily office administration, including scheduling, supply tracking, and general office coordination.
Coordinate work-study student schedules and assist with assigning student staff to office projects, events, and administrative tasks.
Help lead and mentor a team of 10+ work-study students, supporting clear expectations, accountability, and professional standards.
Coordinate event preparation, setup, run-of-show support, guest support, and breakdown for PEEP events across CCA.
Assist with event logistics, supply preparation, signage, check-in materials, catering coordination, and post-event follow-up.
Support basic marketing and communications needs, including drafting event descriptions, updating promotional copy, organizing image assets, and coordinating deadlines.
Assist with light design-related tasks such as formatting flyers, adapting templates, preparing signage, and coordinating with design staff when needed.
Lead and coordinate a team of work-study students to complete event tasks efficiently (setup, room reset, guest/presenter support, check-in, materials distribution, and breakdown).
Provide clear direction, assign roles, and keep student staff on track in time-sensitive moments.
Help create a collaborative team environment where student workers feel prepared, respected, supported, and accountable.
Serve as a mentor and positive role model, supporting students in building workplace skills such as communication, reliability, professionalism, teamwork, and leadership.
Lead event preparation, on-site setup, and post-event breakdown/cleanup for multiple event formats and campus locations.
Help design a well-composed event setting and space that supports strong visual storytelling and an engaging audience experience.
Support day-of-event operations and keep student staff aligned to the run of show, ensuring smooth transitions and reliable coverage of key roles.
Provide day-of logistical support, including check-in assistance, materials distribution, guest support, room reset, and event breakdown when needed.
Prepare and organize event materials, including marketing and on-site support items (e.g., signage, handouts, check-in materials, name tags), as needed.
Coordinate checkout and basic setup of microphones and event A/V equipment (as applicable by venue/event needs).
Troubleshoot common equipment and logistical issues during events and escalate appropriately when needed.
Assist with light graphic design and production of marketing materials for PEEP programs and events, using existing templates and brand guidelines.
Create, update, and adapt basic promotional materials such as flyers, event handouts, simple posters, name tags, check-in materials, directional signage, and printed programs.
Prepare files for printing or distribution, including proofreading, formatting, organizing, assembling, and coordinating production of printed materials.
Collaborate with the Visual Communications & Administrative Coordinator or CCA design staff when projects require more advanced graphic design, original visual concepts, brand development, or complex marketing assets.
Assist with small design revisions as event details change, including dates, locations, speaker names, schedules, sponsor information, or program descriptions.