Event Coordinator / Assistant at Pacific Office in Berkley (DHI Washington)

Bewerbungsschluss: 12.02.2025

The German Historical Institute Washington (part of the Bonn-based Max Weber Foundation) seeks to fill the Event Coordinator / Assistant position at its Pacific Office in Berkeley, California, starting April 1, 2025.

The German Historical Institute Washington (GHI) is an internationally recognized center for advanced historical research. It serves as a transatlantic bridge, connecting American and European scholars while making their work accessible to decision-makers in the public and private sectors, as well as to a general audience. The GHI offers a dynamic, bilingual workplace in an international academic setting.

The Pacific Office, located at the Institute of European Studies (IES) at the University of California, Berkeley, supports the GHI’s mission on the West Coast. It facilitates international and interdisciplinary networks of scholars and assists German researchers in utilizing the region's rich academic resources.

The Event Coordinator / Assistant will collaborate closely with the Head of Office and the Program Officer of the Pacific Office to plan and manage a variety of events, including public lectures and multi-day conferences.

Primary Tasks

  • Organize public lectures on site and online.
  • Edit weekly and monthly email announcements for upcoming events.
  • Create promotional materials, such as flyers.
  • Set up and manage event registration systems.
  • Enter events into online calendar systems.
  • Prepare event materials, including programs, conference folders, and name badges.
  • Organize and maintain event and office supplies.
  • Provide support during in-person and online events (e.g., running Zoom sessions, setting up lecture and conference spaces, managing AV systems, and preparing coffee breaks).
  • Arrange travel, accommodations, catering, and meals for speakers and conference participants, including conducting price comparisons in accordance with relevant German regulations.
  • Track event data and support event reporting.
  • Perform administrative duties, including data entry and record-keeping, in compliance with relevant German and U.S. legislation.
     

Qualifications

  • Proficiency in Microsoft Office (Word, Outlook, and Excel) and database systems.
  • Experience with event registration platforms.
  • Familiarity with video conferencing platforms, such as Zoom.
  • Knowledge of Adobe Creative Suite (preferred but not required).
  • Strong oral and written communication skills.
  • The ability to work both independently and collaboratively with minimal supervision.
  • Excellent organizational skills and attention to detail.
  • The ability to multitask and adapt to shifting priorities.
  • Flexibility to work occasional evenings and weekends.
  • A bachelor’s degree or equivalent work experience.
  • German language skills (a plus but not required).
     

Additional Details

This position is offered on a full-time (40 hours/week) basis, with the possibility of a part-time arrangement if preferred. The GHI provides a competitive salary and a generous benefits package.

We are an equal-opportunity employer and a family-friendly workplace. Applicants who are not U.S. citizens must have a valid work and residence permit to apply. Please note that the GHI does not sponsor work visas.

The initial contract will be for two years, with the possibility of extension.

Application Instructions

Please submit your application by February 12, 2025, including a cover letter, CV, and any relevant diplomas/certificates, as a single PDF document through our online application portal. Applications will only be accepted through this portal. Interviews will be conducted on a rolling basis.

Successful candidates will be invited to an interview in Berkeley on March 5, 2025. For questions about the position, please contact Heike Friedman at friedman(at)ghi-dc.org.