Events Planning Assistant

Events Planning Assistant

Supports Biology Headquarters (HQ) in planning, coordinating, and executing a diverse portfolio of departmental events and administrative activities. Reporting to the Program & Project Administrator, the position works closely with Biology leadership, faculty, staff, donors, sponsors, vendors, and campus partners. The role manages the full lifecycle of professional, community-building, and development events, including retreats, symposia, Visiting Committee, celebrations, staff events, alumni programs, and donor engagements. Responsibilities include budgeting and financial reconciliation; venue, catering, AV, and technology coordination; advertising and registration; speaker and guest communications; vendor management; event materials and gifts; on-site logistics; and post-event follow-up. Provides high-touch support for executive and donor events, coordinating complex schedules, private dining, customized materials and gifts, and multi-stakeholder logistics. The position also supports travel arrangements, purchase orders, contracts, room reservations, and departmental calendars and planning timelines.

Required: High school diploma; a minimum of five years of administrative or event support experience; exceptional organization, meticulous attention to detail, communication, multitasking, and customer-service skills; demonstrated success managing complex events, marketing, and communications; and ability to work independently and collaboratively, adapt to changing priorities under pressure, uphold professionalism, and support organizational values. Preferred: MIT or higher education experience; or bachelor's degree.