Administrative Assistant & Events Operations Coordinator

Office Administration - 35%

• Support daily office administration, including scheduling, supply tracking, and general office coordination.

• Coordinate work-study student schedules and assist with assigning student staff to office projects, events, and administrative tasks.

• Help lead and mentor a team of 10+ work-study students, supporting clear expectations, accountability, and professional standards.

• Coordinate event preparation, setup, run-of-show support, guest support, and breakdown for PEEP events across CCA.

• Assist with event logistics, supply preparation, signage, check-in materials, catering coordination, and post-event follow-up.

• Support basic marketing and communications needs, including drafting event descriptions, updating promotional copy, organizing image assets, and coordinating deadlines.

• Assist with light design-related tasks such as formatting flyers, adapting templates, preparing signage, and coordinating with design staff when needed.

Work-study team leadership & mentorship - 25%

• Lead and coordinate a team of work-study students to complete event tasks efficiently (setup, room reset, guest/presenter support, check-in, materials distribution, and breakdown).

• Provide clear direction, assign roles, and keep student staff on track in time-sensitive moments.

• Help create a collaborative team environment where student workers feel prepared, respected, supported, and accountable.

• Serve as a mentor and positive role model, supporting students in building workplace skills such as communication, reliability, professionalism, teamwork, and leadership.

Event leadership & operations - 25%

• Lead event preparation, on-site setup, and post-event breakdown/cleanup for multiple event formats and campus locations.

• Help design a well-composed event setting and space that supports strong visual storytelling and an engaging audience experience.

• Support day-of-event operations and keep student staff aligned to the run of show, ensuring smooth transitions and reliable coverage of key roles.

• Provide day-of logistical support, including check-in assistance, materials distribution, guest support, room reset, and event breakdown when needed.

• Prepare and organize event materials, including marketing and on-site support items (e.g., signage, handouts, check-in materials, name tags), as needed.

• Coordinate checkout and basic setup of microphones and event A/V equipment (as applicable by venue/event needs).

• Troubleshoot common equipment and logistical issues during events and escalate appropriately when needed.

Marketing Materials Support - 15%

• Assist with light graphic design and production of marketing materials for PEEP programs and events, using existing templates and brand guidelines.

• Create, update, and adapt basic promotional materials such as flyers, event handouts, simple posters, name tags, check-in materials, directional signage, and printed programs.

• Prepare files for printing or distribution, including proofreading, formatting, organizing, assembling, and coordinating production of printed materials.

• Collaborate with the Visual Communications & Administrative Coordinator or CCA design staff when projects require more advanced graphic design, original visual concepts, brand development, or complex marketing assets.

• Assist with small design revisions as event details change, including dates, locations, speaker names, schedules, sponsor information, or program descriptions.

MINIMUM QUALIFICATIONS:

Required Qualifications

• Extensive prior experience supporting PEEP administrative work and events, and leading work-study students within the PEEP team.

• Familiar with using Notion for project organization and collaboration.

• Demonstrated ability to work independently, manage priorities, and maintain consistent communication with supervisors.

• Strong leadership and interpersonal skills, including the ability to direct others respectfully and calmly under pressure with professionalism and maturity to lead event operations and mentor student staff.

• Ability to perform physical office administrative and event support tasks (moving supplies, setting up rooms, standing/walking during events), as required.

• Must be available to work in-person on a consistent weekly schedule and during all PEEP events.

• Experience supporting speaking engagements and lectures, and events in the arts (presenter support, audience flow, room management).

• Familiarity with microphones and basic A/V event technology.

• Strong eye for spatial design, staging support, and audience experience.

COMPENSATION & BENEFITS:

• The pay rate for this position is $28.71/hour

• This is a non benefits eligible position

POSITION DETAILS:

• This is a part-time, non benefits eligible position at 20 hours per week

• Schedule:

• This position is covered under the staff union collective bargaining agreement and will be required to contribute to union dues/agency fees.