Campus Events Assistant

Overview of Position

The Campus Events Assistant provides essential support to the Events & Campus Relations Coordinator to ensure the smooth execution of events. This role is rooted in strong communication, attention to detail, and a readiness to meet the diverse and evolving needs of each event.

Working closely with the Events & Campus Relations Coordinator, the Assistant is responsible for supporting event preparation and setup, providing on-site assistance during events, and helping to restore spaces post-event. Flexibility and availability — including for pre-event meetings and after-hours communication — are critical to this role.

This position offers a minimum of 8 paid hours per week, with additional varying hours required based on the campus event calendar. The workload varies depending on when events are scheduled, and often requires evening and weekend work. Candidates should be prepared for a flexible, non-traditional schedule that may exceed the weekly minimum during busy periods. Candidates are expected to track their hours and submit their timesheets to the Events & Campus Relations Coordinator at least four business days before the 15th and 30th of each month. To support the availability required for this role, eligible candidates may receive a cell phone reimbursement of up to $50 or 50% of their monthly phone bill.

About the Organization

The Academy for the Love of Learning is a nonprofit organization based in Santa Fe, New Mexico, focused on reimagining the ways we approach learning and dedicated to nurturing the natural love of learning in individuals of all ages. We seek to encourage and cultivate the powers of critical thought, imagination, curiosity, an innate sense of purpose, wonder and inspiration, and an ongoing awakening of the heart. The overarching intent of our work is to help stimulate and support the rebirth and renewal of learning in America.

The heart of our work is creating space for transformation. Whether through in-depth programming with in-person groups or guided practices available online, our work remains centered on the unleashing of the love of learning no matter who or where you are. The organization aims to inspire young people and adults by fostering a learning environment rooted in compassion, awareness, freedom, and discovery. Our work is centered around creating engaging experiences for learners of all ages, encouraging them to explore their unique potential and connect deeply with the process of learning. For more information about our history, programs, and mission, please see our website.

Key Responsibilities

• Maintain clear and effective communication with the Events & Campus Relations Coordinator to understand event logistics – including scheduling, setup needs, and resource requirements (e.g., furniture, A/V, food, cleaning, etc.). This may include in-person or virtual meetings prior to events, as well as regular communication throughout each event, during and after regular business hours.
• Help prepare and set up campus spaces for events, ensuring all necessary materials and arrangements are in place.
• Provide on-site support during events, such as greeting attendees, assisting with food and beverage setup and cleanup, rearranging spaces as needed, and supporting events’ A/V needs.
• Coordinate with the Events & Campus Relations Coordinator to ensure an appropriate level of supervision during events.
• Help restore event spaces post-event, including proper storage of Academy equipment and inspection for damages.
• Maintain current working knowledge of campus layout, policies, office systems, and A/V equipment in order to appropriately support attendees.
• Potentially oversee events independently as experience grows, applying sound judgment and thorough knowledge of event logistics and campus operations.
• Ability to accurately track work hours, preferably using a time-tracking app, and maintain an organized schedule to stay prepared for upcoming events. Timesheets will need to be submitted four business days before the 15th and 30th of each month.

Qualifications & Skills

• High school diploma or GED certificate
• Strong communication skills (written and verbal) and the ability to effectively and clearly communicate with team members and attendees
• Capable of managing multiple tasks, timelines, and shifting priorities to ensure events are well-prepared and executed smoothly
• Flexibility and availability – willingness to work irregular hours, including evenings and weekends, with a responsive and adaptable attitude for last-minute changes
• Developing ability to work independently with minimal supervision
• The ability to lift up to 40 pounds
• Working knowledge of basic office technology such as phones, printer, Apple computers, etc.
• Working knowledge of basic office computer programs and their general operation (e.g., Microsoft Word, Excel, Google Suite, etc.)
• Working knowledge of or the ability to learn how to operate audio/video equipment
• Experience with event coordination is a plus