Event Assistant

Stubblefield Institute; Shepherdstown (WV); On-site; USD 9,299,000 - 15,498,000; Part time

Job summary

Stubblefield Institute invites applications for an Event Assistant, providing on-site support for public and invitation-only events such as panel discussions, debates, and town halls. The role is irregular, on-call, and pays per event based on duration and staffing needs.

Compensation is casual and tied to event requirements; candidates should be prepared for evenings and weekends with a focus on creating a welcoming and professional attendee experience.

Qualifications

• Positive, professional, and customer-focused attitude.
• Strong communication and interpersonal skills.
• Ability to work effectively in a fast-paced event environment.
• Reliable transportation and punctuality.
• Ability to follow instructions and work independently or as part of a team.

Responsibilities

• Pre-event promotion: Put up flyers, assist with digital promotion, staff informational tables, assist with registration.
• Event setup: Assist with venue setup, welcome/registration tables, signage, and guest materials; coordinate stage furniture and equipment.

Skills

Customer service

Communication

Adaptability

Reliability

Independent work

Job description

Advertised Salary Compensation is paid per event and is based on the duration and staffing requirements of the event.

Position Status

Position Status Casual (450 hours)

Appointment Length

12 Months

Department

Stubblefield Institute

Job Summary/Basic Function

The Event Assistant provides on-site support for public and invitation-only events, including panel discussions, candidate debates, town hall meetings, civil discourse conferences, and other community engagement programs. This position works on an irregular, as-needed basis and plays a key role in creating a welcoming, organized, and professional event experience for attendees, speakers, and partner organizations.

Event Assistants are scheduled on a per-event basis, with compensation determined by the duration and staffing requirements of each event.

Minimum Qualifications

• Positive, professional, and customer-focused attitude.
• Strong communication and interpersonal skills.
• Ability to work effectively in a fast-paced event environment.
• Reliable transportation and punctuality.
• Ability to follow instructions and work independently or as part of a team.

Physical Considerations

• Ability to stand and walk for extended periods during events, if able.
• Ability to lift, carry, and move event equipment, tables, chairs, and supplies, if able.
• Heavy lifting may be required, if able.
• Ability to perform physical event setup and teardown duties, if able.
• Ability to converse on the telephone.

Schedule and Compensation

• Part-time, on-call position with no guaranteed minimum number of hours.
• Work is assigned on a per-event basis according to organizational needs.
• Evening and weekend availability.
• Compensation is paid per event and is based on the duration and staffing requirements of the event.

Posting Date

09/14/2026

Special Instructions Summary

Appointment to this position will be contingent upon a satisfactory background check.

Job Duties

Description of Job Duties

Pre-event Promotion

• Put up flyers around the community advertising the event.
• Assisting with digital promotion of the event.
• Staffing informational tables to share information about upcoming events.
• Assisting with event registration

Event Setup

• Assist with event preparation and venue setup.
• Set up welcome and registration tables, signage, and guest materials.
• Help arrange stage furniture, displays, and event equipment.
• Support event staff in ensuring the venue is ready before attendees arrive.

Guest Services

• Welcome attendees and provide excellent customer service.
• Greet, direct, and assist guests, speakers, sponsors, and volunteers.
• Answer basic event-related questions and help attendees navigate the venue.
• Maintain a professional and courteous presence throughout the event.

Registration and Box Office Support

• Manage attendee check-in and registration processes.
• Assist with ticket sales, guest lists, name badges, and event materials.
• Help troubleshoot registration issues and provide attendee support as needed.

Event Operations

• Monitor event spaces and provide logistical support during programs.
• Coordinate with event staff to address operational needs as they arise.
• Assist speakers, moderators, and panelists when requested.

Audio/Visual Support (helpful, but not necessary)

• Provide basic audio/visual assistance when qualified to do so.
• Help set up and operate microphones, presentation equipment, projectors, and related technology.
• Report technical issues to designated event staff.

Event Breakdown

• Assist with post-event cleanup and venue restoration.
• Remove signage, pack materials, and help load equipment.
• Ensure event spaces are left clean and orderly following the program.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?

  (Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter
• List of Professional References

Optional Documents

VISIT 301 N KING ST, SHEPHERDSTOWN, WV 25443

MAIL P.O. BOX 5000, SHEPHERDSTOWN, WV 25443