Events Planning Assistant

MIT•Cambridge, MA

17h

About The Position

The Events Planning Assistant, Biology, supports Biology Headquarters (HQ) in planning, coordinating, and executing a diverse portfolio of departmental events and administrative activities. Reporting to the Program & Project Administrator, the position works closely with Biology leadership, faculty, staff, donors, sponsors, vendors, and campus partners. The role manages the full lifecycle of professional, community-building, and development events, including retreats, symposia, Visiting Committee, celebrations, staff events, alumni programs, and donor engagements. Responsibilities include budgeting and financial reconciliation; venue, catering, AV, and technology coordination; advertising and registration; speaker and guest communications; vendor management; event materials and gifts; on-site logistics; and post-event follow-up. Provides high-touch support for executive and donor events, coordinating complex schedules, private dining, customized materials and gifts, and multi-stakeholder logistics. The position also supports travel arrangements, purchase orders, contracts, room reservations, and departmental calendars and planning timelines.

Requirements

High school diploma
A minimum of five years of administrative or event support experience
Exceptional organization skills
Meticulous attention to detail
Strong communication skills
Multitasking abilities
Excellent customer-service skills
Demonstrated success managing complex events, marketing, and communications
Ability to work independently and collaboratively
Ability to adapt to changing priorities under pressure
Ability to uphold professionalism
Ability to support organizational values

Nice To Haves

MIT or higher education experience
Bachelor's degree

Responsibilities

Manages the full lifecycle of professional, community-building, and development events, including retreats, symposia, Visiting Committee, celebrations, staff events, alumni programs, and donor engagements.
Handles budgeting and financial reconciliation for events.
Coordinates venue, catering, AV, and technology for events.
Manages advertising and registration processes for events.
Handles speaker and guest communications.
Oversees vendor management for events.
Manages event materials and gifts.
Oversees on-site logistics for events.
Conducts post-event follow-up.
Provides high-touch support for executive and donor events, coordinating complex schedules, private dining, customized materials and gifts, and multi-stakeholder logistics.
Supports travel arrangements.
Processes purchase orders.
Manages contracts.
Handles room reservations.
Maintains departmental calendars and planning timelines.