Fall 2026 & Spring 2027: Events & Conferences Services Assistant

We value our students! If you see an open position that is right for you, we encourage you to apply!

Position Summary

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.

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 Fall 2026 and Spring 2027 position is allotted 15-19 hours per week between August 2026 and May 2027. Hours may vary from week to week depending on the number of events and ongoing projects.

Qualifications and Skills

• Must be a current student; undergraduate and graduate students are welcome to apply

• 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

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

• Experience with Social Media (Instagram)

• 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

Duties and 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

• Create and post on Events and Conference Services Instagram.

• 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

Application Instructions

Interested candidates should submit a resume and a brief cover letter outlining their interest in the position, as well as any relevant experience.

All current student employees should notify their other manager(s) if you work multiple jobs on campus at the same time. Additionally, students may not work more than 20 hours per week (combined between all campus jobs) during the academic year. Students may not exceed 980 work hours per calendar year.

Student jobs do not automatically roll over to the next academic year or summer.

Chatham University strives to promote a campus environment that understands and embraces multiculturalism while increasing individuals' intercultural competence. We actively work to build and sustain a diverse and culturally vibrant campus, which promotes employee and student success and retention.

Chatham University is an Equal Opportunity Employer with a strong commitment to diversity, inclusion, and equity. Chatham University does not discriminate on the basis of race, creed, color, religion, gender, gender identity, gender expression, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, age, national origin, age, disability, genetic information, veteran status, marital or family status, political affiliation, or any other characteristic protected by applicable law.