Events Assistant - FT

Description

Position Summary

The Events Assistant supports the planning, coordination, and execution of institutional and donor events, ensuring a seamless and welcoming experience for guests, speakers, and campus partners. This role works collaboratively with the events team and cross-functional departments to manage logistics, maintain timelines, and uphold high standards of hospitality and service.

Essential Duties & Responsibilities

• Coordinate and execute donor stewardship visits and campus events, including scheduling, preparing run-of-show documents, arranging refreshments, and overseeing additional elements such as campus tours, transportation, and lodging when needed.
• Serve as a liaison with campus partners, vendors, and departments to ensure event details are communicated clearly and executed effectively.
• Support the Events Coordinator and Director in managing event-day operations, including vendor coordination, execution support, and adherence to event timelines and service standards.
• Assist with venue setup, décor, hospitality elements, and food and beverage arrangements to create a warm and welcoming environment.
• Gather, prepare, and organize event supplies in advance to ensure readiness for all events.
• Prepare and maintain green rooms to support speaker care and hospitality.
• Maintain accurate guest lists, event data, and organized event documentation within shared systems such as Google Drive.
• Track multiple event timelines and deadlines while collaborating with team members to ensure successful execution.
• Communicate event details, accommodations, and restrictions with vendors and internal stakeholders.
• Provide day-of-event support including setup, troubleshooting, guest assistance, and teardown.
• Assist in post-event evaluation by gathering feedback and analyzing event outcomes to inform future improvements.
• Foster strong communication across departments and with guests, speakers, attendees, volunteers, and vendors.
• Follow established policies, procedures, and event planning checklists to support consistent and high-quality execution.
• Help cultivate a service-oriented atmosphere through professional, courteous, and responsive interactions.
• Keep the event supply office clean, organized, and event-ready by managing inventory, restocking supplies, and washing or preparing reusable event materials.
• Other duties as assigned to support departmental and institutional needs.

This job description is not intended to cover all duties or responsibilities. Responsibilities may change at any time with or without notice.

Requirements

Education & Experience

• Bachelor’s degree or equivalent combination of education and relevant experience preferred.
• One to three years of event planning, hospitality, or related experience preferred; volunteer experience considered.
• Demonstrated interest in event planning and coordination.
• Experience with event software (e.g., RSVPify) is a plus.

Required Skills & Competencies

• Strong interpersonal and customer service skills with the ability to work effectively with diverse audiences.
• Excellent communication skills, including the ability to convey information clearly and professionally.
• Highly organized with the ability to manage multiple projects simultaneously while maintaining attention to detail.
• Strong administrative skills, including document management, calendar coordination, data entry, and process tracking, with a commitment to accuracy and efficiency.
• Proactive problem-solver with sound judgment and decision-making abilities.
• Collaborative team player who can also work independently and follow direction.
• Adaptable and flexible in response to changing priorities and deadlines.
• Proficiency in Google Workspace and Canva.
• Creative mindset with an eye for detail and event presentation.

Physical Demands & Working Environment

• This is a full-time, non exempt, hourly position with 40 hours per week expected, mostly during business hours (Monday-Friday, 8:30am-4:30pm).  
• Occasional evenings and weekends will be required with ample notice. 
• Significantly increased hours for the week of graduation should be expected.
• This is an on-campus position.

This position requires:

• Prolonged periods of standing, climbing/balancing, stooping/bending.
• Ability to lift a maximum of 50 lbs.
• Requires ability to communicate clearly and concisely using the English language with guests.
• Ability to sustain long periods of loud noise and vibrations
• Use of color vision and vision.
• Ability to work in an outdoor environment including exposure to varying weather conditions such as heat, cold, rain, or snow.
• Some events may require extended workdays exceeding 12 hours, requiring stamina, professionalism, and sustained attention to detail throughout the duration of the event.

Westminster Theological Seminary hires only personnel who belong to a Protestant evangelical church and subscribe to Biblical orthodoxy (belief) and orthopraxy (practice). Employees shall affirm their agreement with the historic, trinitarian Christian faith as expressed in the Apostles’ Creed. Otherwise, Westminster Theological Seminary is an equal opportunity employer, dedicated to providing equal employment and advancement opportunities to all individuals, except as specifically allowed by federal and state law, and basing employment decisions on merit, qualifications and training. Westminster Theological Seminary does not discriminate in employment opportunities or practices on the basis of race, color, religion (except as religion is a bona fide occupational qualification), sex, national origin, age, disability or any other classification protected by law.

In accordance with the above paragraph, all employees are required to sign Westminster Theological Seminary's Community Life Policy affirming their commitment to Christian belief and practice as described in the policy.

Westminster Seminary offers FT employees valuable benefits including:

Generous PTO, retirement plan contributions, medical/dental/vision/life insurance, education benefits, a flexible and casual work environment for most positions, and a faith-based culture rooted in God’s word.