Institutional History Museum and Galleries Events Assistant

Washington and Lee University•Lexington, VA

5d•Onsite

About The Position

The Institutional History Museum and Galleries Events Assistant primarily coordinates, implements, and facilitates special event rentals in the department’s museums and galleries. This outward-facing role works closely with visitors, campus partners, event organizers, and museum staff and requires strong customer service, attention to detail, adaptability, and the ability to work effectively in a team-oriented environment. Successful candidates will contribute to Washington and Lee University’s dynamic and welcoming environment. The position is part-time, non-benefit eligible, and limited to a maximum of 29 hours per week and fewer than 999 hours per anniversary year. Shifts vary according to departmental needs and may include daytime, evening, and weekend hours. Saturday daytime attendant coverage is required. The hourly pay rate is $19.50.

Requirements

High school diploma or equivalent.
Proficiency in Outlook, Microsoft Teams, and the 25Live Event Management system or comparable event management software.
Ability to work weekends and evenings as needed for events.
Strong attention to detail, multitasking ability, organizational skills, and communication skills.
Ability to work independently and professionally, discreetly, and courteously with staff and clients.
Ability to manage multiple projects, priorities, and deadlines.
Ability to work in a fast-paced environment and remain calm and effective during high-stress situations.
Ability to respond to security or emergency situations calmly and with good judgment.

Nice To Haves

Associate’s degree preferred.
Experience working in hospitality, public schools, museums, galleries, event management, or academic institutions preferred.
Experience with event management and coordination preferred.

Responsibilities

Serve as the primary facilitator for internal and external rental events in the department’s museums and galleries.
Receive and process event requests, submit approvals through 25Live, and maintain departmental calendars and event records.
Assist event organizers, campus partners, the Office of Public Safety, and the W&L Special Events team with event logistics, staffing arrangements, approval forms, and checklists.
Coordinate Museum Visitor Attendant coverage with the IHMG team and communicate Chapel closures or changes to operating hours.
Ensure museum policies and procedures are followed during events and serve as the on-site point of contact for event organizers.
Review and implement improvements to departmental rental processes to align with University policies, departmental procedures, and campus partner requirements.
Maintain rental-use records and statistics and coordinate associated reporting.
Provide on-site support during public hours when Museum Visitor Attendants are unavailable, serving as the primary contact for visitor and operational needs.
Assist with on-site operations, including opening and closing museum sites and providing Saturday coverage.
Assist with the physical setup and breakdown of spaces for external reservations.
Perform other duties as assigned.