Assistant Director, Project Management & Event Logistics

Posting Details I. Job Overview Job Description Summary: The George Washington University is the largest university in the Nation’s Capital and is located in the heart of Washington DC. Located just four blocks from the White House, GWU is at the center of U.S. government, policy and law. This location provides an unparalleled opportunity to study, teach and learn among leaders and practitioners in every discipline, taking part in work that shapes the local DC community, the nation, and the world.

The GW Events Team in University Advancement is seeking an Assistant Director, Project Management & Event Logistics . The position will report to the Assistant Vice President, GW Events. The Assistant Director, Project Management & Event Logistics plays a pivotal role in the success of GW’s high-profile and strategic events. Working closely with university constituents, campus partners, and external vendors this role handles core administrative functions, database and project management for major institutions milestones, including but not limited to Alumni Weekend, Commencement ceremonies & celebrations, and events hosted by university senior leadership.

This is an exciting opportunity for a highly organized, resourceful, and detail oriented professional who enjoys a fast-paced environment. The ideal candidate has experience with data management platforms, communicates with confidence, understands the unique nature of events, and takes a proactive approach to multi-tasking in a fast paced environment.

Key Responsibilities Database & System Support

• Serve as the primary administrator for GW’s event registration and attendance tracking tools (e.g., Alumni Q, Tassel, Social Tables/Cvent, or similar platforms)
• Build, test, and maintain event registration forms, workflows, and guest lists, ensuring accurate data collection, resolution, and reporting
• Provide on-site technical and registration oversight during key events, including liaison/manage guest check-in software vendors and platforms, troubleshooting attendee issues
• Pull attendance metrics, run post-event data reports, and assist with maintaining clean and current historical event archives

Project & Administrative Management

• Maintain up-to-date project management tools, tracking calendars and spreadsheets, timelines, and event files across the GW Events Teams and UA to keep workflows consistent, accessible, and on schedule
• Regularly interact with guests via email, phone, and in person assisting with questions/needs, recording attendance, troubleshooting issues related to event RSVP’s, etc.
• Coordinate the ordering, proofing, delivery, and maintenance of event signage and materials (e.g. directional signage, banners/backdrops, atmospheric branding/clings, napkins)
• Maintain organized physical and digital filing systems, standard operating procedures, and share drive resources for the Events Team
• Schedule planning meetings, draft agendas, record meeting notes, and follow up on action items for cross-functional event teams
• Manage day to day office functions, including monitoring department email inboxes, responding to in-person/phone inquiries and ordering office supplies.

Event Execution & Vendor Logistics

• Coordinate logistics with internal campus partners (e.g. facilities, IT, campus safety) and external vendors as needed for events
• Assist with on-site setup, vendor deliveries, briefing materials, and day-of operational needs for GW events
• Coordinate, ship, receive, inventory and oversee the general maintenance of all event supplies and equipment both pre- and post-event, ensuring storage areas remain organized and items are tracked and restocked/replaced appropriately
• Provide general administrative support for the GW Events Teams

Additional Requirements

• Ability to work evenings and weekends, including but not limited to Alumni Weekend and Commencement Weekend
• Occasional local travel· Ability to lift, carry, move and unpack event supplies and boxes up to 30 lbs.
• Ability to stand for extended periods of time

Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications: Qualified candidates will hold a Bachelor’s degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may …