Events & Conferences Services Assistant

Chatham University•Pittsburgh, PA

30d•Hybrid

About The Position

The Events and Conferences Services Assistant will support the planning and execution of a wide range of events and conferences organized by the Events and Conferences Services Department. This role is ideal for students who are detail-oriented, organized, and interested in gaining hands-on experience in event management. As an Events Assistant, you will gain invaluable experience in understanding how events come together from start to finish. The department seeks a personable, enthusiastic individual who is eager to learn about event planning at Chatham University. Students interested in the Summer 2026 position are encouraged to apply, as the Events and Conferences Services Department anticipates hiring for this role during the summer term. Hours: Available Monday through Friday, including mornings, evenings, and weekends as needed for events. This position will be a combination of remote and in-person work. Flexibility can be accommodated based on a student’s academic schedule. The Spring 2026 position is allotted 10–15 hours per week between February 2026 and April 2026 . Hours may vary from week to week depending on the number of events and ongoing projects.

Requirements

Must be a current student; undergraduate and graduate students are welcome to apply
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Experience with or knowledge of Zoom Pro and Microsoft Teams
Strong verbal and written communication skills, with an outgoing and creative approach
Detail-oriented, organized, and able to manage multiple tasks simultaneously
Ability to work both independently and collaboratively while meeting deadlines
Willingness to work evenings and weekends as needed
Flexibility to work both remotely and on campus as required

Nice To Haves

Experience assisting with in-person events, including designing invitations, is preferred
Familiarity with MyChatham and additional systems (Help Desk, Tools, Happenings Manager, Eventbrite, Localist, Facility Ticket Submissions, ASTRA, Catertrax) is a plus
Prior experience in event planning or customer service is beneficial but not required

Responsibilities

Provide administrative and logistical support to the Events Manager for in-person events
Manage the Events inbox and follow up with internal and external clients
Attend weekly meetings with the Events Manager
Assist with submitting facility setup, audiovisual, and catering requests
Participate in venue walkthroughs with the Events Manager
Maintain the Events Manager’s scheduling calendar
Assist with submitting and tracking purchase orders and invoices
Track and log all internal and external events, catering orders, and related documentation
Serve as a representative of the Events and Conferences Services Department when the Manager is unavailable
Create and post events using the Localist platform
Reserve event spaces using the reservation system (ASTRA)
Develop a working knowledge of campus spaces, room setups, catering requirements, and audiovisual needs
Maintain event timelines and checklists to ensure tasks are completed on schedule
Be available to work some evenings and weekends