Events Planning Assistant

Massachusetts Institute of Technology; Cambridge (MA); On-site; USD 48,000 - 66,000; Full time

Job summary

The Massachusetts Institute of Technology's Biology Headquarters seeks an Events Planning Assistant to support planning, coordination, and execution of a diverse portfolio of departmental events and administrative activities.

Reporting to the Program & Project Administrator, you will work with leadership, faculty, staff, donors, vendors, and campus partners to manage budgets, venues, AV, travel, and post-event follow-up, ensuring seamless experience from concept to completion.

Responsibilities

• Plan, coordinate and execute departmental events and admin activities.
• Budgeting and financial reconciliation for events.
• Coordinate venue, catering, AV, and technology.
• Handle advertising, registration, speaker communications.
• Vendor management and on-site logistics.
• Prepare event materials, gifts, and travel arrangements.
• Support contracts, purchase orders, room reservations, and calendars.
• Provide high-touch support for executive and donor events.

Job description

EVENTS PLANNING ASSISTANT, Biology, 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.

The full job description is available, here: https://acrobat.adobe.com/id/urn:aaid:sc:US:c74496be-897d-44c6-b4fc-51e8d5de1703