Assistant Events Coordinator

Description

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 

Requirements

POSITION QUALIFICATIONS 

Competency Statements 

• Accountability - Accountability looks at the extent to which an individual is willing to accept responsibility. 
• Accurate - Accuracy looks at the extent to which an individual’s work is correct and error free within company policies and guidelines 
• Customer Oriented - Customer orientation implies a desire to serve both external and internal clients by focusing effort on meeting the client’s needs, understanding their concerns, and seeking to build trust. 
• Detail Oriented - Detail orientation looks at the ability of the individual to pay meticulous attention to all aspects of a situation or task, no matter how small or seemingly unimportant. This competency asks the question “How well do you?” 
• Organized - Organizational skills looks at the ability of the individual to be structured and methodical in working skills. This competency asks the question “Is your working style neat and disciplined?” 
• Time Management - Time management skills looks at the ability of the individual to effectively utilize available time for the completion of necessary job tasks. 
• Working Under Pressure - Working under pressure looks at the ability of the individual to maintain composure when exposed to stress. 

Education 

College degree preferred, with an emphasis in public relations, marketing, management, or event coordination. High school diploma required. 

Computer Skills 

Must be proficient using the computer including Microsoft Office and possess the aptitude to learn new computer software programs. 

PHYSICAL DEMANDS 

Physical Abilities 

Stand F 

Walk F 

Sit F 

Handling / Fingering F 

Reach Outward O 

Reach Above Shoulder O

Climb O

Crawl O

Squat or Kneel O

Bend O

Push / Pull

12 lbs or less F

13-25 lbs O

26-40 lbs O

41-100 lbs O

Lift /Carry

10 lbs or less F

11-20 lbs F

21-50 lbs O

51-100 lbs O

Over 100 lbs N

N (Not Applicable) Activity is not applicable to this occupation. 

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

EOE