Events Assistant, College of the Liberal Arts

Penn State University • University Park, IL

20h

About The Position

The departments of African Studies, African American Studies, and Women’s, Gender, and Sexuality Studies are seeking an Events Assistant to ensure the success of the dozens of events the departments host each year. This position will work with faculty, guest speakers, and vendors to plan and oversee events, such as lectures, conferences, and award ceremonies during the fall, spring, and summer semesters. The Events Assistant will also handle event promotion and assist with financial submissions for related expenses. The Events Assistant will work both independently and collaboratively, utilizing organizational and multi-tasking skills, to complete this position’s responsibilities, which include but are not limited to: Work with faculty to determine dates, prospective speakers, and logistical requirements for upcoming events. Reserve event venues and necessary equipment; manage conference room calendars. Secure travel arrangements (which can include international travel) and create itineraries for guest speakers and other visitors. Assist with processing all travel reimbursements for events and work with department management on the events' budgets. Serve as the point of contact for vendor questions; assist with vendor registration. Promote events and relevant news, including through social media, listservs, departmental websites. Create flyers and promotional materials through Canva. Coordinate marketing approvals and printing services. Design posters and banners for events and award ceremonies in collaboration with Strategic Communications. Process honorariums as requested by faculty, which may include extensive and detailed communications with speakers, as well as the purchasing and finance teams. Review invoices for accuracy and address any discrepancies with vendors. Maintain and update department websites in collaboration with IT. The Events Assistant is expected to attend the start of conferences/events to ensure all arrangements are in place, register attendees, ensure the room is presentable, food has arrived, take photographs of the event, and assist with any IT needs for presentations. As such, this position requires a flexible schedule to work infrequent evenings to support events and awards ceremonies. After training, the Event Assistant will also work with several social media outlets (e.g., Facebook, Instagram, X) and various software including Microsoft Office, Adobe Illustrator, and Canva.

Requirements

• Excellent communication and customer service skills
• Ability to be detail-oriented, as well as to manage and prioritize tasks
• Commitment to creating a positive and efficient working environment
• Inclusive and respectful when working with others
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Work with faculty to determine dates, prospective speakers, and logistical requirements for upcoming events.
• Reserve event venues and necessary equipment; manage conference room calendars.
• Secure travel arrangements (which can include international travel) and create itineraries for guest speakers and other visitors.
• Assist with processing all travel reimbursements for events and work with department management on the events' budgets.
• Serve as the point of contact for vendor questions; assist with vendor registration.
• Promote events and relevant news, including through social media, listservs, departmental websites.
• Create flyers and promotional materials through Canva.
• Coordinate marketing approvals and printing services.
• Design posters and banners for events and award ceremonies in collaboration with Strategic Communications.
• Process honorariums as requested by faculty, which may include extensive and detailed communications with speakers, as well as the purchasing and finance teams.
• Review invoices for accuracy and address any discrepancies with vendors.
• Maintain and update department websites in collaboration with IT.
• Attend the start of conferences/events to ensure all arrangements are in place, register attendees, ensure the room is presentable, food has arrived, take photographs of the event, and assist with any IT needs for presentations.

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees