Events Coordinator Assistant (Contractor)

The Campus Center Events Coordinator Assistant plays a vital role in supporting the planning, promotion, execution, and follow-up of campus events and activities. This position involves coordinating logistics, managing on-site needs, assisting with event marketing, performing administrative tasks, and providing frontline customer service. The Assistant helps create engaging experiences for students, staff, and visitors while ensuring events run smoothly from start to finish. This role requires a creative, detail-oriented, and service-minded individual with strong communication and organizational skills who thrives in a dynamic and collaborative environment.

This individual must wholeheartedly embrace the mission of Golisano Institute for Business & Entrepreneurship.

Event Planning Assistance:

• Assist in the planning, coordination, organization and execution of campus events, including meetings, workshops, conferences, and social activities.
• Participate in brainstorming sessions and contribute creative ideas for events.
• Help with creating event timelines, schedules, and agendas.

Logistics Coordination:

• Assist with event setup, including arranging furniture, equipment, signage, decor, table setting, ironing and steaming table linen when needed.
• Assist with coordinating event logistics, including venue booking, handling equipment rentals, picking up and dropping off linen, picking up food products and other event supplies as needed, and organizing various transportation arrangements.
• Provide on-site support during events, such as greeting guests, managing registration, and addressing attendee needs.
• Coordinate with vendors and suppliers to arrange for catering, decorations, and other event-related needs to ensure smooth operations.
• Ensure that all necessary materials and supplies are available for events.

On-Site Event Support:

• Maintain cleanliness and organization of the event space before, during, and after events.
• Assist with catering needs and setting up/breaking down food stations and equipment.
• Coordinate with event volunteers and staff to ensure roles and responsibilities are clear.
• Monitor event activities and help troubleshoot any issues that may arise during the event to ensure smooth execution and a seamless experience for attendees.
• Support the event team in logistical tasks such as checking in deliveries, managing inventory, and distributing materials as needed.
• Ensure adherence to safety protocols and event regulations.
• Perform other related duties as assigned by the Event Coordinator or Manager.

Post-Event Activities:

• Assist in post-event evaluations, including gathering feedback from attendees and preparing event reports.
• Assist in the breakdown and cleanup of the event space, including packing up and the organization of event materials and equipment, assisting in stocking supplies, completing inventory, folding and laundering linen as needed, and restoring the venue to its original state.
• Participate in debrief meetings to discuss event successes and areas for improvement.

Post-Event Activities:

• Assist in post-event evaluations, including gathering feedback from attendees and preparing event reports.
• Assist in the breakdown and cleanup of the event space, including packing up and the organization of event materials and equipment, assisting in stocking supplies, completing inventory, folding and laundering linen as needed, and restoring the venue to its original state.
• Participate in debrief meetings to discuss event successes and areas for improvement.

Administrative Tasks:

• Maintain and submit accurate records of event planning activities, budgets, and expenses.
• Assist with administrative tasks related to event management, such as scheduling meetings and preparing documents.
• Develop organizational and administrative skills essential for running events and managing a business.

EXCEPTIONAL SKILLS –.

• Strong customer service orientation
• Excellent organizational and time management skills
• Effective written and verbal communication
• Ability to multitask and prioritize tasks
• Attention to detail and accuracy
• Proficiency in Microsoft Office and digital tools for communication and promotion
• Ability to work independently and as part of a team
• Adaptability and problem-solving skills
• Professional demeanor and positive attitude

PHYSICAL REQUIRMENTS –

• Ability to lift and carry event materials and supplies up to 50 pounds.
• Frequent walking, standing, bending, and reaching during event setup and breakdown.
• Ability to push, pull, or maneuver carts and equipment.
• Comfortable with occasional exposure to outdoor conditions during event support.
• Manual dexterity for handling linen, setting tables, and using tools or office equipment.
• Capacity to remain on feet for extended periods during events.
• Ability to respond quickly to needs during high-paced or crowded events.