Event Assistant - Fall 2023

The Lectures Program Event Assistants help with the onsite management of evening events. The program sponsors approximately 100 lectures, forums, and events annually. All events are open to the public and draw an audience of students, faculty, and staff from across the University as well as the Ames community. The Event Assistants work directly with the Lecture Program staff to assist with the general execution of events, serving as a point person for questions, concerns, and problems while setting up, during, and immediately after an event. Lectures are scheduled Monday-Thursday evenings from September-April and are primarily held in the Memorial Union. Onsite event coordination requires working with event audiences ranging from 30-800 people.

Specific responsibilities include:

  • checking on catering and room sets
  • setting up signage
  • assisting and directing audience members before and after the event
  • remaining in the lecture room throughout the event
  • assisting with author book signings and pre-or post-lecture receptions
  • assisting with student sign-ins after events 

Event Assistants work approximately 10 hours or 2-3 events per week. The main work hours fall betweeen 6-10pm, Monday through Thursday, to overlap with scheduled programmiing. Hours are flexible on days when events are not scheduled, especially at the beginning and end of the semester. On non-event days, the student employee may assist with event-related office work between the hours of 9am-5pm.

A successful Event Assistant is assertive, attentive to details, collaborative, and self-motivated. The successful candidate will present themselves professionally, be able to communicate clearly, and serve as a contributing member of the Lectures team.

Please check back for application information in early August.

 

Event Management Intern - Fall 2023 -- Position Filled

The Lectures Program is looking for one student to work for the fall semester as an Event Management Intern. The intern will assist in coordination and planning of events with the director and assistant director. The intern will be responsible for the execution and delivery of assigned events to meet and exceed expectations of students, speakers, and other attendees.

The Lectures Program is an academic office under the Office of the Senior Vice President and Provost. The funding for events comes from Student Government. The Lectures Program hosts about 80 events each academic year (fall and spring semesters). These events are often coordinated in partnership with student organizations, university units and departments, and community groups. This is a great opportunity to meet and work with dozens of different groups on campus and to meet and engage with authors, scientists, and other experts in their fields. The Lectures Program office atmosphere is fun, relaxed, and optimistic. We expect the intern to have a good sense of humor, enjoy learning, and be willing to try new experiences and methods of working.

There are two parts to this internship. 

The first part is assisting with all fall and spring events with regards to planning, communications, documents, and logistics. This is office work that relies heavily on email communications and use of Microsoft tools and Cybox. Logistics may include making reservations, creating and maintaining speaker itineraries and event schedules, assisting with publicity and social media promotion, and revising and updating event documents as necessary.

The second part is working with the evening events. After appropriate training, the intern will be the onsite host for many Lectures events. This role includes ensuring that room and AV setups are correct and complete; working with student workers who will do card scanning onsite; communicating last-minute details with cosponsors, speakers, and attendees; and ensuring event partners such as ISU Catering and the University Book Store are onsite and their needs are met. The intern will be expected to problem solve and calmly handle unexpected issues before and during the events. 

Qualifications

  • Must be an undergraduate sophomore, junior, or senior, or Master's or PhD student enrolled at Iowa State University for the Fall 2023 semester. 
  • Minimum 2.5 GPA
  • Availability to work from August 14-November 15.
  • Most events are held Monday-Thursday evenings between 5:30-10pm. The intern will need to be available to work as early as 4pm and as late as 10:30pm on event days. While rare, it is possible an event may be scheduled on a Friday night or Sunday afternoon due to scheduling needs.

Course Credit & Compensation

  • This position is paid hourly at the rate of $16/hour
  • Anticipated 15 hours/week
  • Can be eligible for academic credit
  • Parking in the Memorial Union parking ramp will be reimbursed when the intern is working evening events

How to Apply

Send your resume, unofficial transcript, and cover letter to lectures@iastate.edu with "Internship Application" in the subject line.

The application deadline for the Fall 2023 intern position has passed.