Events Planning Assistant

  • Massachusetts Institute of Technology
  • Cambridge, MA, USA
  • Nov 07, 2019
Full time   Adminstration Event Coordination Event Planning

Job Description

Events Planning Assistant 2

  • Job Number: 18210
  • Functional Area: Event Planning
  • Department: Center for Transportation & Logistics
  • School Area: Engineering
  • Employment Type: Full-Time
  • Employment Category: Non-Exempt
  • Visa Sponsorship Available: No

Working at MIT offers opportunities, an environment, a culture – and benefits – that just aren’t found together anywhere else. If you’re curious, motivated, want to be part of a unique community, and help shape the future – then take a look at this opportunity.

EVENTS PLANNING ASSISTANT 2Center for Transportation and Logistics (CTL), to assist with planning and coordinating high-profile events, including developing invitation lists, sending invitations, confirming attendees, arranging speakers, ordering refreshments, and performing other administrative or analytic tasks. Responsibilities will include serving as an information resource for policies surrounding events and/or room use; identifying and coordinating with internal/external service providers, e.g., space, equipment, audio/visual, video capture, catering, parking, hotel service, lighting, décor, cleaning, furniture and moving services, transportation, security, parking, signage, etc.; attending and welcoming guests at events, overseeing event logistics, and addressing any problems that may arise; drafting and proofreading general event correspondence and promotional materials, possibly updating website content; collaborating with event host/program manager/executive director to provide cost projections and establish timelines for events; prioritizing the requirements of multiple events in various stages of planning; working with staff, faculty, and vendors to determine staffing needs and delegating tasks; working with a variety of providers to identify and resolve potential problems prior to, during, and after an event; reviewing, processing, and confirming registrations and serving as point-of-contact for participants and speakers; updating event gateway and FAQ pages on website; collecting and preparing photos/bios for distribution at events; working with out-of-state counterparts to arrange dinners/meetings/transportation for off-site events; collecting event materials to ensure timely publication and distribution; data entry and primary responsibility for maintenance of the Salesforce database, including adding students; and performing other duties as assigned. 


Job Requirements

REQUIRED:  high school diploma or its equivalent; at least five years of administrative or events support experience; and knowledge of and expertise using Salesforce, Excel, and databases; and strong event management customer service skills.  Job #18210-6



MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.

MIT considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.