Assistant Director, Project Management & Event Logistics

George Washington University; Washington (District of Columbia); Híbrido; USD 59.000 - 81.000; Jornada completa

Descripción de la vacante

The George Washington University is seeking an Assistant Director, Project Management & Event Logistics to join the GW Events Team in University Advancement. The role manages registration systems, data workflows, and on-site support for major university events and milestones.

Ideal candidates will have a Bachelor’s degree and proven ability to coordinate complex events, track attendance, and communicate with executive leaders and vendors in a fast-paced environment.

Formación

• Bachelor’s degree conferred by start date or equivalent.
• Experience managing complex projects and cross-departmental resource allocations.
• Familiarity with data analysis languages and tools.

Responsabilidades

• Administer GW event registration and attendance tracking.
• Build and maintain registration forms, guest lists, and reporting.
• Provide on-site technical and registration oversight during events.
• Coordinate logistics with campus partners and external vendors.

Conocimientos

Data analysis

Communication

Project management

Event coordination

Educación

Bachelor’s degree

Herramientas

Microsoft Office

Google Workspace

Event management tools

Descripción del empleo

I. JOB OVERVIEW

The George Washington University is the largest university in the Nation's Capital and is located in the heart of Washington DC. Located just four blocks from the White House, GWU is at the center of U.S. government, policy and law. This location provides an unparalleled opportunity to study, teach and learn among leaders and practitioners in every discipline, taking part in work that shapes the local DC community, the nation, and the world.

The GW Events Team in University Advancement is seeking an Assistant Director, Project Management & Event Logistics . The position will report to the Assistant Vice President, GW Events. The Assistant Director, Project Management & Event Logistics plays a pivotal role in the success of GW's high-profile and strategic events. Working closely with university constituents, campus partners, and external vendors this role handles core administrative functions, database and project management for major institutions milestones, including but not limited to Alumni Weekend, Commencement ceremonies & celebrations, and events hosted by university senior leadership.

This is an exciting opportunity for a highly organized, resourceful, and detail oriented professional who enjoys a fast-paced environment. The ideal candidate has experience with data management platforms, communicates with confidence, understands the unique nature of events, and takes a proactive approach to multi-tasking in a fast paced environment.

Key Responsibilities

• Serve as the primary administrator for GW's event registration and attendance tracking tools (e.g., Alumni Q, Tassel, Social Tables/Cvent, or similar platforms)
• Build, test, and maintain event registration forms, workflows, and guest lists, ensuring accurate data collection, resolution, and reporting
• Provide on-site technical and registration oversight during key events, including liaison/manage guest check-in software vendors and platforms, troubleshooting attendee issues
• Pull attendance metrics, run post-event data reports, and assist with maintaining clean and current historical event archives

Project & Administrative Management

• Maintain up-to-date project management tools, tracking calendars and spreadsheets, timelines, and event files across the GW Events Teams and UA to keep workflows consistent, accessible, and on schedule
• Regularly interact with guests via email, phone, and in person assisting with questions/needs, recording attendance, troubleshooting issues related to event RSVP's, etc.
• Coordinate the ordering, proofing, delivery, and maintenance of event signage and materials (e.g. directional signage, banners/backdrops, atmospheric branding/clings, napkins)
• Maintain organized physical and digital filing systems, standard operating procedures, and share drive resources for the Events Team
• Schedule planning meetings, draft agendas, record meeting notes, and follow up on action items for cross-functional event teams
• Manage day to day office functions, including monitoring department email inboxes, responding to in-person/phone inquiries and ordering office supplies.

Event Execution & Vendor Logistics

• Coordinate logistics with internal campus partners (e.g. facilities, IT, campus safety) and external vendors as needed for events
• Assist with on-site setup, vendor deliveries, briefing materials, and day-of operational needs for GW events
• Coordinate, ship, receive, inventory and oversee the general maintenance of all event supplies and equipment both pre- and post-event, ensuring storage areas remain organized and items are tracked and restocked/replaced appropriately
• Provide general administrative support for the GW Events Teams

Additional Requirements

• Ability to work evenings and weekends, including but not limited to Alumni Weekend and Commencement Weekend
• Occasional local travel* Ability to lift, carry, move and unpack event supplies and boxes up to 30 lbs.
• Ability to stand for extended periods of time

Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications

Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Preferred Qualifications

• Familiarity with data analysis languages and tools
• Experience managing complex projects, performing data analysis, and tracking cross-departmental or divisional resource allocations
• Understanding of event logistics to include but not limited to site layouts, production timelines, campus regulations, and external vendor procurement cycles
• Strong written and verbal communication, with the ability to engage confidently with executive leaders and donors
• Ability to balance multiple deadlines, adapt quickly, and problem-solve in real time
• Professionalism, discretion, and sound judgment in handling confidential information
• Proficiency with Microsoft Office, Google Workspace, and event/project management tools

$58,992.50 - $81,144.77

GW Staff Approach to Pay

How is pay for new employees determined at GW?

Healthcare Benefits

GW offers a comprehensive benefit package that includes medical, dental, vision, life & disability insurance, time off & leave, retirement savings, tuition, well-being and various voluntary benefits. For program details and eligibility, please visit https://hr.gwu.edu/benefits-programs.

II. JOB DETAILS

• Campus Location: Foggy Bottom, Washington, D.C.
• College/School/Department: University Advancement
• Family: Safety and Facilities
• Sub-Family: Events
• Stream: Individual Contributor
• Level: Level 1
• Full-Time/Part-Time: Full-Time
• Hours Per Week: 40
• Work Schedule: Monday - Friday, 8:30 am - 6 pm, with flexibility to work occasional nights and/or weekends
• Will this job require the employee to work on site?: Yes
• Employee Onsite Status: Hybrid
• Telework: Yes
• Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search
• Special Instructions to Applicants: Employer will not sponsor for employment Visa status
• Internal Applicants Only?: Yes (University Wide)
• Posting Number: S014522
• Job Open Date: 10/14/2026
• Job Close Date: 10/19/2026
• If temporary, grant funded, Sponsored Project funded or limited term appointment, position funded until:
• Background Screening: Successful Completion of a Background Screening will be required as a condition of hire.
• EEO Statement: The university is an Equal Employment Opportunity employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.