Staffing Assistant

Pastimes, Inc.; Elk Grove Village (IL); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Bonuses based on event performance

Travel expenses covered

Relocation assistance available

Job summary

Pastimes, Inc. is seeking a Staffing Assistant to work directly with the Staffing Manager, helping plan, organize, and execute staffing operations for major tabletop gaming events.

The role covers pre-event prep, on-site execution, and post-event documentation. You’ll travel to events, stay flexible for evenings/weekends, and contribute to a team delivering world-class experiences in Elk Grove Village, IL.

Qualifications

• Strong organizational skills with attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple priorities in a fast-moving environment.

Responsibilities

• Plan staffing across events and assist with scheduling.
• Coordinate travel, lodging, and logistics for staff.
• Maintain staffing records, schedules, and shift assignments.
• Support on-site staff coordination and real-time problem-solving.

Skills

Organizational skills

Written & verbal communication

Multitasking

Team player

Adaptability

Tools

Google Workspace

Discord/Slack/Teams

Job description

This is a ground-floor role with real responsibility. As Staffing Assistant, you will work directly alongside our Staffing Manager to help plan, organize, and execute staffing operations across our full portfolio of events. You will be involved at every stage – from pre-event preparation and documentation to on-site execution at some of the largest tabletop gaming events in the world.

If you are someone who is organized, dependable, and energized by the idea of being part of a team that puts on world-class events, this is an excellent place to start – and to grow.

This position reports directly to the Staffing Manager.

Your Day-to-Day

Pre-Event Preparation

• Support staffing planning and scheduling across all events in the Pastimes Events portfolio
• Assist with outreach and communication with prospective and returning event staff
• Help coordinate travel, lodging, and logistics for event staff as directed by the Staffing Manager
• Prepare staffing materials and operational checklists in advance of each event

Documentation

• Maintain accurate staffing records, schedules, and shift assignments across all events
• Develop and update internal documents, templates, and operational guides as needed
• Track staff credentials, availability, and notes across the full roster
• Support post-event documentation and debrief reporting

On-Site Support

• Travel to events and assist the Staffing Manager with on-site staff coordination
• Serve as a point of contact for event staff during event execution
• Support real-time problem-solving and last-minute staffing adjustments as needed
• Represent Pastimes Events professionally in all interactions with staff, publishers, and

What You'll Need

Required

• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and adapt quickly in a fast-moving environment
• Proficiency with Google Workspace (Docs, Sheets, Drive) and general computer literacy
• Proficiency with online communication tools (Discord, Slack, Teams)
• Willingness and ability to travel to events, with flexibility for evenings and weekends as needed
• A team-first attitude and genuine enthusiasm for what we do

Preferred

• Experience in event operations, hospitality, staffing coordination, or a related field
• Familiarity with the tabletop gaming, trading card game, or conventions industry
• Experience working with remote teams or coordinating across multiple projects simultaneously

What We Offer

• Salary: $40,000 – $50,000, commensurate with experience and qualifications
• Bonuses based on event performance
• This position begins as a contract role with the potential to convert to full-time employment
• Travel expenses covered for all event attendance
• Relocation assistance available

Where You'll Work

Location:We'd love to have you in our Elk Grove Village, IL office, but we're open to flexibility for someone who's the right fit.

Travel: Expect to travel for events. Convention travel is part of the deal (but again, we cover everything).

Schedule:Normal business hours most of the time, with flexibility needed during events..

Pastimes provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Applicants must be eligible to work in the United States.

Copyright 2026 Pastimes, Inc. All Rights Reserved.