Assistant Events Coordinator

Department: Operations

Job Status: Full-time

FLSA Status: Non-Exempt

Reports To: Events Coordinator

Work Schedule: Days, nights, weekends, some holidays

Amount of Travel Required: Minimal

Positions Supervised: Student and seasonal workers

POSITION SUMMARY

The Assistant Events Coordinator supports the Events Coordinator in all aspects of the job, including acting as a point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus. Functions as a college representative to internal and external groups who utilize any college facility for an event. Assists in chairing the Event Management Committee to ensure college facilities are properly set-up and equipped for each event, the event is staffed accordingly, and monitors the logistics of these events.

The Assistant Events Coordinator should have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems.

The Assistant Events Coordinator must have the ability to visualize an event from start to finish including the steps that need to be taken to successfully accomplish the event. Must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision. Responsible for coordinating the requests of internal and external groups utilizing College facilities including being physically present on campus before, during, and after events.

ESSENTIAL FUNCTIONS

1. Event Planning

• Complete Event Request Forms submitted by internal and external groups
• Manage all campus events in our facility usage management system
• Update campus master calendar and posted room usage schedules
• Coordinate appointments to see the campus facilities
• Provide assistance and information to faculty, staff, student and outside groups regarding facility use and capabilities
• Maintain contact with clients via telephone, e-mail / written correspondence, or personal meetings
• Represent college in public relations / liaison capacity on matters relating to events and at departmental meetings
• Recommend to Event Management Committee approval or denial of facility usage for specific events
• Assist with usage agreement negotiations for external groups
• Aggressively gather information on each event to achieve quality results

2. Event Set-up

• Create and revise room layouts for each event as needed
• Finalize event requirements including table arrangements and number and nature of support personnel needed such as housekeepers, security guards, food service personnel, etc.
• Coordinate usage of audio-visual equipment and other IT requests with A/V and IT support personnel
• Create housing assignments and maintain accurate occupancy records for event groups
• Provide hotel level service for overnight guests and serve as concierge
• Organize, distribute, collect, and secure all residence hall room keys
• Inspect residence halls and other meeting areas used by guests before and after each usage
• Coordinate physical maintenance of event spaces as required
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc

3. Event Management / Follow-up

• Conduct efficient registration processes for each event group
• Enforce applicable college regulations and policies
• Make or arrange for last minute adjustments in room or equipment setup
• Attend events to facilitate logistics and respond to last minute requests, emergencies, problems, etc
• Ensure all aspects of events are implemented and controlled according to plans
• Manage on-site production and clean up for events
• Ensure facilities are returned to their original condition
• Perform surveys to evaluate customer satisfaction

4. Billing / Budget Management

• Coordinate with the Business Office to invoice groups and complete checkout and payment procedures upon their departure
• Assess losses and damage charges after each visit
• Help oversee department budget to ensure goals are met

5. Administrative Tasks

• Assist in chairing the weekly Event Management Committee meetings including agenda and minutes preparation
• Propose new ideas to improve the event planning and implementation process
• Hire, train, and supervise staff of student and seasonal employees
• Maintain inventory of department equipment
• Other duties as assigned