Temporary Events Assistant

POSITION SUMMARY

The Simons Foundation has an opening for a temporary Events Assistant to join the events team. Reporting to the Senior Manager, Events, the Events Assistant will provide support for the development, planning and execution of more than 200 yearly events. These include, but are not limited to, on-site and off-site annual research conferences, scientific meetings and workshops.

This is a temporary position expected to last from July 27, 2026 to August 21, 2026. This position is located on-site at the Simons Foundation office in New York City.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Administrative Support

• Assist the senior manager with drafting the monthly event schedule prior to distribution and maintain the schedule’s distribution list.

• Submit the daily vendor list to ensure building access for approved vendors.

• Provide administrative support to senior managers and director
   

Event Space Maintenance and Inventory

• Monitor perishable items for expiration dates and ensure the refrigerators and shelves are kept tidy. Reordering from Fresh Direct as needed.

• Coordinate with the hospitality and facilities teams to ensure consistent upkeep and maintenance of all event spaces.
   

Assisting with Events

• Support the creation of production collateral as needed (e.g., name badges, tent cards, place cards, program materials, etc.)

• Provide event setup support, including checking name badge lists in Cvent, setting up On Arrival, etc.

• Assist with event check in and other on-site event tasks as requested.
   

Additional Projects as Assigned

• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree
   

Experience

• At least two years of previous administrative and/or operations experience

• Related Skills & Other Requirements

• Candidate must be able to work well with a variety of people in a fast-paced environment.

• Team player but has the ability to work independently.

• They must have excellent oral and written communication skills, effective trouble-shooting skills and good judgment.

• Skilled at managing projects with tight deadlines and many details in a fast-paced environment.

• Proficiency in Microsoft Office (Word and Excel) and Google Suite is required.

• Working knowledge of Cvent or similar event management software is preferred.

• Working knowledge of Sortly or similar inventory management software is preferred.
   

Physical Requirements

• Moving supplies and equipment weighing up to 20 pounds

• Moving throughout several office buildings and various event spaces (on-site and off-site) to provide event support.
   

REQUIRED APPLICATION MATERIALS

• Resumé

• Cover letter stating your interest in the position
   

COMPENSATION

• The compensation for this position is an hourly rate of $26.44 per hour

Our Commitment to Expanding Pathways to Science & Opportunities for All: Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences.The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.

The Simons Foundation provides equal opportunities to all applicants without regard to race,religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.