Event Assistant

Job Title: Event Assistant
Reports to: Meeting Professional
Employment Status/Job Classification: FTE/Exempt
Department: Meetings
Creation/Revision Date: August, 2026

Job Summary:
The Event Assistant will support the planning, coordination, and execution of meetings, conferences, and special events. This role will report to and work closely with the Meeting Coordinator and internal program teams to assist with event logistics, vendor coordination, attendee communications, and onsite event support. The ideal candidate is organized, detail-oriented, adaptable, and eager to gain hands-on experience in event planning and operations.

Supervisory Responsibilities: None

Job Duties/Responsibilities:
Event Planning & Coordination
• Assist with the planning and execution of conferences, meetings, workshops, and special events.
• Support event timelines, task lists, and project plans to ensure deadlines are met.
• Assist with venue logistics, room diagrams, event materials, and attendee needs.
• Coordinate with vendors, venues, caterers, and other event partners as needed.
• Assist with preparing event documents, including agendas, attendee lists, signage, and briefing materials.
Attendee & Guest Support
• Support attendee registration processes and maintain accurate participant information.
• Assist with attendee communications, including invitations, confirmations, reminders, and event updates.
• Respond to attendee questions and provide excellent customer service.
• Assist with travel and lodging coordination when applicable.
Onsite Event Support
• Provide onsite assistance during events, including registration, setup, breakdown, and attendee support.
• Assist with coordinating vendors and troubleshooting logistical needs during events.
• Monitoring event spaces to ensure schedules, setups, and service expectations are being met.
• Support speakers, facilitators, and VIP guests with event-related needs.
• Help maintain a welcoming and organized event environment.
Administrative Support
• Maintain event files, records, contracts, and other planning documents.
• Assist with tracking budgets, invoices, and purchase requests.
• Collect and organize post-event feedback and materials.
• Support other administrative tasks related to event planning and operations.

Required Qualifications
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving skills and ability to remain calm under pressure.
• Proficiency with Microsoft Office Suite, Google Workspace, or similar tools.
• Cvent Event Management certification.
• Familiarity with virtual meeting technology.
• Ability to work collaboratively with internal teams and external partners.
• Willingness to support occasional evening, weekend, and travel requirements as needed.

Preferred Qualifications
• Previous experience in event planning, hospitality, customer service, administrative support, or related fields.
• Experience supporting conferences, meetings, or large-scale events.
• Interest in pursuing a career in event management, hospitality, or nonprofit/association meetings.
Skills & Competencies
• Organization and time management
• Attention to detail
• Professional communication
• Customer service mindset
• Flexibility and adaptability
• Team collaboration
• Initiative and willingness to learn

Work Environment
This position involves a combination of office-based planning responsibilities and onsite event support. The Event Assistant should be comfortable working in a dynamic environment where priorities may shift based on event needs.

Position Goals
The Event Assistant will play an important role in creating successful, engaging, and well-organized events by providing reliable planning support and exceptional service to attendees, vendors, and internal stakeholders.

Physical Requirements:
• This work is predominantly conducted in an office setting
• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Required Skills/Abilities:
• Excellent verbal and written communication skills.
• Excellent interpersonal and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Proficient with Cvent Event Management program
• Proficient with Microsoft Office Suite or related software.

Education and Experience:
• Bachelor's degree in event management or related field
• Experience in a nonprofit organization is preferred.
Other duties: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and other activities may change at any time, with or without notice.

Burroughs Wellcome Fund is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender individual), marital status and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.