Staffing Assistant

What You'll Do

This is a ground-floor role with real responsibility. As Staffing Assistant, you will work directly alongside our Staffing Manager to help plan, organize, and execute staffing operations across our full portfolio of events. You will be involved at every stage – from pre-event preparation and documentation to on-site execution at some of the largest tabletop gaming events in the world.

If you are someone who is organized, dependable, and energized by the idea of being part of a team that puts on world-class events, this is an excellent place to start – and to grow.

This position reports directly to the Staffing Manager.

Your Day-to-Day

Pre-Event Preparation

Support staffing planning and scheduling across all events in the Pastimes Events portfolio
Assist with outreach and communication with prospective and returning event staff
Help coordinate travel, lodging, and logistics for event staff as directed by the Staffing Manager
Prepare staffing materials and operational checklists in advance of each event

Documentation

Maintain accurate staffing records, schedules, and shift assignments across all events
Develop and update internal documents, templates, and operational guides as needed
Track staff credentials, availability, and notes across the full roster
Support post-event documentation and debrief reporting

On-Site Support

Travel to events and assist the Staffing Manager with on-site staff coordination
Serve as a point of contact for event staff during event execution
Support real-time problem-solving and last-minute staffing adjustments as needed
Represent Pastimes Events professionally in all interactions with staff, publishers, and

What You'll Need

Required

Strong organizational skills and exceptional attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities and adapt quickly in a fast-moving environment
Proficiency with Google Workspace (Docs, Sheets, Drive) and general computer literacy
Proficiency with online communication tools (Discord, Slack, Teams)
Willingness and ability to travel to events, with flexibility for evenings and weekends as needed
A team-first attitude and genuine enthusiasm for what we do

Preferred

Experience in event operations, hospitality, staffing coordination, or a related field
Familiarity with the tabletop gaming, trading card game, or conventions industry
Experience working with remote teams or coordinating across multiple projects simultaneously

What We Offer

Salary: $40,000 – $50,000, commensurate with experience and qualifications
Bonuses based on event performance
This position begins as a contract role with the potential to convert to full-time employment
Travel expenses covered for all event attendance
Relocation assistance available

Where You'll Work

Location: We’d love to have you in our Elk Grove Village, IL office, but we’re open to flexibility for someone who’s the right fit.

Travel: Expect to travel for events. Convention travel is part of the deal (but again, we cover everything).

Schedule: Normal business hours most of the time, with flexibility needed during events..

How to Apply

Send your resume and a brief note telling us why this role interests you to careers@Pastimes.net

We read every application. We will be in touch if we see a strong match.

Pastimes provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Applicants must be eligible to work in the United States.