Events Assistant

The Institute of World Politics

The Institute of World Politics is a graduate school of national security and international affairs, dedicated to developing leaders with a sound understanding of international realities and the ethical conduct of statecraft, based on knowledge and appreciation of the founding principles of the American political economy and the Western moral tradition. Our employees enjoy a flexible work environment, great benefits, and a real opportunity to make a difference. We are looking to grow our talented team of professionals and scholar-practitioners. Join our mission-committed school and make a difference.

For more information about The Institute of World Politics visit www.iwp.edu

Job Summary Events Assistant (part-time)

Reporting to the Director of Events, the Events Assistant is responsible for managing a full calendar of IWP events, with particular attention given to coordinating day of logistics, and follow up after an event.

Essential Functions and Responsibilities

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

Extracurricular Guest Lecture Series, Student Events, and Other Special Events

• Assists the Events Team with all aspects of event preparation, including registration procedure and event advertising. This includes design and distribution of event invitations, correspondence with approved event advertising websites, and management of IWPs presence on Eventbrite.
• Manages event preparation, after the Event is approved. Activities include but are not limited to: room reservation, room set-up, coordinating printed materials, ordering and ensuring delivery of books, ordering and ensuring delivery of catering, and ordering and maintaining other event supplies and materials.
• Assists with event follow up, including creation of videos and audio recording of IWP lectures.
• Maintains knowledge of the equipment involved with events cameras, livestream, sound system, etc.
• Participates in the development of the event procedures as established by the Director of Events.
• Manages the Cyber Intelligence Initiative webinar series (if applicable to the semester).
• Manages other aspects of the Special Events Program and Guest Lecture Series Program, under the direction of the Director of Events, to include event planning, execution, reporting and record keeping.

Additional Functions and Responsibilities

• Maintaining an up-to-date inventory of event supplies (i.e. coffee supplies, nametags, registration supplies).
• Assists the IWP Events Team with in-person support at all large events (IWP open houses, board meetings, speaker series, special receptions, career seminars, and private meetings hosted by senior leadership).
• Supports the production and logistics for all IWP internal events, supporting the overall mission of our school and events team to work with related departments, providing concerted support for events.
• Other duties as assigned.

Supervisory Responsibilities: May assist in overseeing the activities of 3-4 events interns per semester.

Education and Experience Requirements:

• A degree is not required, but a Bachelors degree is preferred.

Knowledge, Skills and Abilities

• Excellent attention to detail.
• Excellent verbal, written, and interpersonal communication skills.
• Professional demeanor and can quickly integrate into a high-performing team.
• Ability to establish and maintain positive, collaborative relationships with staff.
• Ability to be nimble, swift, and timely on all deliverables and assignments.
• Excellent time management skills ability to prioritize and manage multiple priorities.
• Excellent interpersonal skills, including the ability to act as a representative of IWP at all events.

Work Environment:

• General office environment
• Hours for this position are 20 hours/week, at a mutually agreed-upon time of day. This role requires work schedule flexibility based on events.
• Travel: None

Physical Demands:

• Must be able to remain in a stationary position 50% of the time.
• The incumbent occasionally needs to move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The person in this position frequently communicates with Staff and Donors. Must be able to exchange accurate information in these situations.