PDC Event Assistant

William & Mary and the Virginia Institute of Marine Science; Azusa (CA); On-site; USD 23,000 - 32,000; Part time

Job summary

William & Mary and the Virginia Institute of Marine Science is seeking an Events Assistant to support the Events & Facilities Manager for the Professional Development Center. Scheduling includes weekends and evenings. Duties include on-site guest service, AV/lighting support, and coordinating catering and signage.

The role involves supervising building usage, opening/closing, and ensuring guest satisfaction with event setups and last-minute changes. Pay is $20 per hour.

Qualifications

• High school diploma or equivalent.
• Proficient in Microsoft Office Suite.
• Outstanding verbal communication skills.
• Demonstrated ability to interact in a positive manner with the public and work independently.
• Strong organizational skills and proven attention to detail.
• Ability to multi-task in a fast-paced environment.
• Ability to work nights and weekends and lift up to 20 lbs.

Responsibilities

• Provide on-site customer service for events; assist speakers with setup and AV/lighting; greet and host groups; direct vendors and catering staff as needed.
• Supervise building usage; open/close at designated hours; enforce policies.
• Create name badges and post room signage; coordinate last-minute room changes.

Skills

MS Office

Verbal communication

Interpersonal skills

Organizational skills

Multi-tasking

Evening/weekend hours

Education

High school diploma or equivalent

Tools

EMS

ATG

Canva

Job description

Job Requisition

JR102085 PDC Event Assistant (Open)

Job Posting Title

PDC Event Assistant

Department

CC00182 WM001 | SOE | Education Operations

Job Family

Staff - Communications

Worker Sub Type

Wage-Continuing (non-benefited)

Job Requisition Primary Location

School of Education

Primary Job Posting Location

Posting Location - William & Mary

Job Description Summary

The Events Assistant is responsible for supporting the Events & Facilities Manager with meetings and events hosted at the Professional Development Center. This position requires flexibility in scheduling for working weekend and evening.

The Events Assistant is responsible for supporting the Events Manager with meetings and events hosted at the Professional Development Center. This position requires flexibility in scheduling for working weekend and evening hours.

Duties include but are not limited to:

• Provide on-site customer service; help speakers set up for presentations; provide audiovisual/lighting assistance; act as a greeter and host; direct vendors where to locate and set up services; determine if additional assistance is needed to ensure the best possible guest experience; and assist with catering orders.
• Supervise usage of the building which includes opening and closing at designated hours and enforce building policies.
• Create name badges and create and post visually appealing room signage.
• Coordinate last-minute set changes when requests are received.
• Empty trash and set up chairs and tables as needed hours.

Job Description

Required Qualifications

• High school diploma or equivalent.
• Proficient in Microsoft Office Suite.
• Outstanding verbal communication skills.
• Demonstrated ability to interact in a positive manner with the public and work independently.
• Strong organizational skills and proven attention to detail.
• Ability to multi-task in a fast-paced environment.
• Ability to work nights and weekends and lift up to 20 lbs.

Preferred Qualifications

• Knowledge or working knowledge of hospitality management or event planning.
• Experience with the Event Management System (EMS).
• Experience with the America To Go (ATG) catering ordering system.
• Knowledge of Canva.
• Exceptional customer service skills.

Conditions of Employment

• All hourly employees are subject to the limitations of the Virginia Manpower Control Program and total hours worked may not exceed, on average, 29 hours per week, over the course of a twelve-month period beginning May 1 each year.
• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• This is a restricted position, subject to the continued availability of funding.
• This position involves substantial weekend and evening hours. An average of 10 to 20 hours a week is anticipated, but the actual amount from week to week will vary depending on the event schedule.

Job Duties

60% Providing on-site customer service to groups

• Helping speakers set up for presentations.
• Providing audiovisual/lighting assistance.
• Acting as a greeter and group host.
• Ensuring service providers such as caterers and florists are directed where to locate and set up services.
• Determining if additional assistance is needed to improve the guest experience.

20% Supervise group usage of the building

• Opening and closing the building punctually at designated hours.
• Introducing oneself to the group leader.
• Enforcing building policies to protect the guests and the building.

10% Prepare for the arrival of various groups that use conference space in the School of Education

This includes the following tasks, for which attention to detail is vital:

• Use EMS system to make and edit reservation.
• Assist with catering orders for groups.
• Maintaining and distributing event calendar to relevant parties.
• Making and posting accurate, visually appealing room signage.
• Making name badges.

5% Manual labor in the setup and care of conference space

• Being involved with and coordinating last-minute set changes when requests are received or when it is a weekend event with limited staffing.
• Emptying trash or setting up chairs and tables.

5% Other

• Additional duties as assigned.

Additional Job Description

Pay is $20 per hour.

We will not sponsor applicants for work visas for this position.

Job Profile

JP0211 - Public Relations & Marketing Specialist I - Nonexempt - Hourly - H03

Qualifications

• Pay Rate Type: Hourly
• Compensation Grade: H03

Recruiting Start Date

2026-09-14

Position Restrictions

EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the “Know Your Rights” poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice

By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Remote Work Disclaimer

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.