Jobs

Jack the Bulldog relaxes on the Georgetown Front Lawn

Event Assistant

How to Apply

This position is is currently open in the Student Jobs Portal in GMS.

  1. Please log into gms.georgetown.edu. (Student Login Required)
  2. Click on the Menu on the top left hand of the screen, and click on the Student Jobs App.
  3. This will take you to the Student Jobs Dashboard.
  4. Click on the Student Job Postings.
  5. In the Search bar at the top, enter Event Assistant under Hiring Organization:  1950-US-0253 SAFF Students – Event Management Services (GEMS)-JM
  6. Click the blue Apply button.
  7. Answer the questions.
  8. Check the box to complete the Voluntary Disclosures section to confirm that everything you entered is accurate.
  9. Click next to the Review section, and then Click Submit to complete your application.
  10. A GEMS Hiring Manager will contact you via your Georgetown email to schedule an interview.

More information and detailed instructions with pictures is available at: https://hr.georgetown.edu/student-employment-gms/

Responsibilities and Requirements

Georgetown Event Management Services (GEMS) provides scheduling, event management, and coordination of support services for event facilities and outdoor spaces on Main Campus. Our events have featured student leaders, heads of state, former Presidents, and top minds from across campus, the country and the world. GEMS spaces include the front lawns, Copley Formal Lounge, Gaston Hall, ICC and Lohrfink Auditoriums, and more. GEMS aims to provide the exceptional support and services needed to bring exceptional events to campus. GEMS strives to meet the changing needs of students, staff, faculty, alumni and guests with co-curricular spaces that foster collaborative engagement, community dialogue and learning.

Event Assistants (EAs) oversee the daily operations of non-academic facilities and outdoor spaces for Georgetown Event Management Services (GEMS). Event Assistants have a prime opportunity to experience events on-site working departments and groups across campus. Event Assistants typically work 4 hour shifts, either in an events space or at our Leavey office. During office shifts, they cover the front desk, unlock and locks spaces, and support events during their shift. During event shifts, they inspect spaces, assist with setup, operate AV, and support the event. The work schedule will be created on a weekly basis, based on student’s availability, the week’s events, and GEMS needs.  Generally, EA’s will be scheduled to work between 15 and 20 hours per week in-person on the Hilltop campus.  Event Assistant scheduling will vary weekly depending on the events occurring each week.  (To be released each Friday.)  Reporting to the GEMS’ Event Manager and Accessibility Coordinator, duties include but are not limited to:

  1. Oversee the daily operation of activity spaces and outdoor space. 
  2. Provide event management assistance to include: reviewing setups, space cleanliness, lock/unlock doors and addressing requests of clients. Proctoring (attending) events may be required.
  3. Serve as first point of contact on-site at events, empowered to attend to questions or issues as they arise. Communicate any unresolved problems or questions to the professional staff.
  4. Complete Event Assistant Checklist for each assigned event shift.
  5. Conduct full inspections of the assigned space at the opening and closing of the shift to check for cleanliness and maintenance concerns. Provide audio visual support as needed.
  6. Conduct full event space inspections as scheduled.
  7. Report maintenance concerns to the Event Manager and Accessibility Coordinator and Facilities Management. Please contact supervisor as needed, and document work order request. Follow-up to ensure completion of reported problems.
  8. Serve as an office assistant, as assigned.
  9. Attend all weekly staff meetings and training sessions.
  10. Arrive to event as assigned, typically 30 to 60 minutes, prior to reservation start time. Ensure that set-up is complete and accurate. Rectify as necessary. When requested, remain at event for 30 minutes to 1 hour after start time. Return to event 15 minutes prior to the end time of the event to conduct closing inspection, confer with client to assess overall event experience and to secure the facility. Some events will require full attendance for which the EA will be schedule to attend the event.
  11. Support AV needs for events, including projectors, microphones, and Zoom streaming. Training will be provided.
  12. Attend weekly all-staff meetings.  Please coordinate other obligations with GEMS.  
  13. Complete other duties as assigned by the professional staff.

Shifts and Scheduling

Event Assistants are limited to 20 hours per week of paid work for any Georgetown department.  We aim to schedule Event Assistants for 15-20 hours within their provided availability.

Availability – Event Assistants provide their availability at the start of the semester, and they can update it as much as they need. Please provide as much availability as possible

Consistent Office Shifts — GEMS will staff the office 8 am to 8 pm most days (including weekends).  Event Assistants will be scheduled for 1-3 consistent office shifts of about 4 hour each within that time frame and your availability.  That core office schedule will remain consistent(ish) throughout the semester.  During office shifts, you can expect to go out to event spaces, answer the phone, and assist around the office. In the below example, the student would work their office shift every Monday, Wednesday, and Friday of the semester.  

Variable event shifts — Outside of that core office schedule, we staff events on a variable week to week basis.  Many of our events occur just once.  Morning, evening, and weekend availability is very important.  The Gaston and ICC Auditorium shifts only occur once and the example event assistant can expect different variable shifts for other weeks.

An example schedule for a 15-hour week might be:

  • Monday: Office Shift 8am to noon (consistent), lock Gaston 9 to 10pm (variable)
  • Tuesday: No shifts
  • Wednesday: Office Shift: Noon to 4 pm (Consistent)
  • Wednesday: no shifts
  • Thursday: no shifts
  • Friday: Office Shift 8 am to noon (consistent)
  • Saturday: Unlock ICC Auditorium 7 am to 8 am (variable)

Requirements and Qualifications

  • (Required) Current Georgetown University Student
  • (Required) Daily access to the Hilltop Campus, including nights and weekends. On-campus students are preferred.
  • Excellent customer service and conflict resolution skills
  • Communicates efficiently and effectively with staff and clients in English
  • Ability to work independently, with team support
  • (Preferred) Event or Hospitality Experience, working for a conference center, hotel, restaurant, summer camp, or student group event
  • (Preferred) AV or Production experience, such as Classroom Technology Assistant, DJ, theatre technician, videographer, podcast producer, or similar experience
  • To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.  This job requires the ability to use stairs, and carry 20 lbs. for moderate distances.  Reasonable accommodations may be made to enable qualified individuals to perform essential job functions.

Work Study

This position is fully funded. Work Study is accepted, but not required.

Pay Range

The hourly pay range for this position is:

$17.50/hr. (or current DC minimum wage)

Summer Positions

Summer Positions are currently closed. They open in the Fall semester.

Questions?

We have answers. Call or email us with the information at the bottom of this page.