PDC Event Assistant

Commonwealth of VA Careers; Williamsburg (VA); On-site; USD 23,000 - 32,000; Part time

Job summary

William & Mary is seeking an PDC Event Assistant to support the Events & Facilities Manager at the Professional Development Center. The role requires weekend and evening shifts and provides on-site customer service, AV/lighting support, greeter duties, and coordination with caterers and vendors.

The position emphasizes attention to detail, strong organizaton, and the ability to multi-task in a fast-paced environment while ensuring a welcoming guest experience and adherence to building policies.

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 to groups and assist speakers.
• Set up AV and lighting; greet and host.
• Direct vendors to locations and set up services.
• Coordinate last-minute set changes with requests.
• Open/close building and enforce policies.
• Prepare room signage and name badges.
• Manage event calendars and EMS reservations.

Skills

High school diploma

MS Office

Verbal communication

Public interaction

Organization

Multi-tasking

Weekend/evening availability

Lift 20 lbs

Education

High school diploma or equivalent

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.

Providing 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.

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

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.