Events Assistant, School of Global Languages, Literatures, and Cultures

The Pennsylvania State University • University Park, FL

8d • Hybrid

About The Position

The School of Global Languages, Literatures, and Cultures (SGLLC) is seeking an Events Assistant to ensure the success of the multiple events its five departments and additional centers, programs, and institutes host each year. The five academic departments within SGLLC are Asian Studies; Comparative Literature; French and Francophone Studies; Germanic and Slavic Languages and Literatures; and Spanish, Italian, and Portuguese. This position will work with faculty, graduate students, guest speakers, and vendors to plan and oversee events, such as lectures, conferences, and award ceremonies, throughout the year (including during the summer semester). The Events Assistant will also handle event promotion and financial submissions for related expenses.

Requirements

• Excellent communication and customer service skills; inclusive and respectful when working with others
• Committed to fostering a positive and efficient working environment for coworkers and collaborators
• Ability to work effectively in a fast-paced, changing environment
• Ability to stay organized with a high attention to detail and accuracy while multi-tasking
• Demonstrated proficiency with Microsoft Office tools, particularly Word, Excel, and PowerPoint or comparable software.
• Experience in creating content for social media platforms in a professional setting
• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Valid driver’s license and successful completion of a motor vehicle records check
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Adobe Illustrator

Responsibilities

• Work with faculty and graduate students on event logistics (e.g., coordinate dates and itineraries, discuss potential speakers and event space)
• Reserve event venues and necessary equipment
• Secure travel arrangements (which can include international travel) and create itineraries for guest speakers and other visitors
• Process all travel reimbursements for event visitors and work with department management on the events' budgets
• Effectively work with outside vendors on registration, secure the necessary contracts for event space use
• Execute pre-event checklists and address or elevate issues as needed
• Process post-event surveys and evaluations; identify and recommend areas for improvement
• Maintain contacts, agreements, and event records; prepare summary and status reports
• Promote events and relevant news utilizing social media, including content creation, audience engagement, inquiry response, and content calendar management
• Create graphics, posters, banners, and other promotional materials in Canva; obtain necessary design approvals prior to distribution
• Maintain websites for multiple units, working with IT on more complex website edits
• Process honorariums as requested by faculty, which may include detailed communication with speakers and coordination with purchasing and finance teams
• Review invoices for accuracy and address any discrepancies with vendors
• Attend the start of conferences/events to ensure all arrangements are in place, register attendees, ensure room is presentable, food has arrived, take photographs of the event, and assist with any IT needs for presentations.
• Travel around the local area may be required to pick up supplies necessary for events.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 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