Institutional History Museum and Galleries Events Assistant

Washington and Lee University • Lexington, VA

7d • 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, requiring strong customer service, attention to detail, adaptability, and the ability to work effectively in a team-oriented environment.

The position is part-time, non-exempt, and non-benefit eligible, with a maximum of 29 hours per week and fewer than 999 hours per anniversary year. Shifts depend on departmental needs and may include day, evening, and weekend hours. Saturday daytime attendant coverage is required. The hourly pay rate is $19.50.

Washington and Lee University promotes a dynamic and welcoming environment in which students and employees of multiple backgrounds and perspectives can learn, work, and thrive together. Successful candidates are expected to contribute to that environment and demonstrate potential for excellence in their areas of expertise.

Requirements

• High school diploma or equivalent.
• Proficiency in Outlook, Microsoft Teams, and 25Live Event Management 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.
• Experience working in hospitality, public schools, museums, galleries, event management, or academic institutions.
• Experience with event management and coordination.

Responsibilities

• Serve as the primary facilitator for internal and external rental events in the department’s museums and galleries, including receiving and processing requests, submitting approvals through 25Live, and maintaining 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 Institutional History Museum and Galleries team and communicate Chapel closures or changes to operating hours.
• Ensure museum policies and procedures are followed during events and act as the on-site contact for organizers, addressing questions or issues.
• Review and implement improvements to departmental rental processes to maintain alignment 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, including serving as the primary contact for visitor and operational needs, opening and closing museum sites, and providing Saturday coverage.
• Assist with physical setup and breakdown of spaces for external reservations.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED