What are the responsibilities and job description for the Assistant Event Coordinator position at Lees-McRae College?
Department
MNC
Job Description
Job Title: Assistant Event Coordinator
Department: Conference and Event Services
Category: Full-Time
Department: Conference and Event Services
Category: Full-Time
Summary/Objective:
The Event Coordinator will assist for the planning, coordination, and execution of conferences, workshops, and camps at Lees-McRae College. This individual will ensure the successful delivery of events, serve as the venue manager when needed, and cultivate strong relationships with clients while promoting a positive college atmosphere. This is a full-time, 12-month position requiring flexibility to work evenings and weekends for events.
The Event Coordinator will assist for the planning, coordination, and execution of conferences, workshops, and camps at Lees-McRae College. This individual will ensure the successful delivery of events, serve as the venue manager when needed, and cultivate strong relationships with clients while promoting a positive college atmosphere. This is a full-time, 12-month position requiring flexibility to work evenings and weekends for events.
Essential Functions:
- Assess client needs before and during events, implementing effective solutions while prioritizing safety.
- Help maintain a comprehensive scheduling database, communicate updates effectively, and manage space requests from both internal and external clients.
- Serve as the primary point of contact for event organizers, addressing issues promptly and efficiently as needed.
- Assist in monitoring compliance and ensure adherence to college policies and procedures.
- Collaborate with campus facilities staff to ensure that event spaces are clean and welcoming.
- Assist in event preparation and setup, including the transport and installation of event equipment.
- Inspect facilities and equipment for deficiencies and ensure compliance with safety standards.
- Unlock and secure buildings designated for assigned events.
- Provide information about event activities to college offices and the community.
- Train and schedule event staff to support functions like ticket-taking, ushering, and traffic management.
- Coordinate events on the day of, including problem-solving, welcoming guests, organizing event setup, communicating with staff, and coordinating with vendors.
- Issue invoices, collect payments promptly, and create comprehensive financial reports.
- Proficiency in the Microsoft Office Suite; experience with scheduling software is preferred.
- Strong customer service and interpersonal skills.
- Ability to efficiently manage multiple tasks under pressure.
Characteristics:
- Detail-oriented with excellent customer service skills.
- Effective written and verbal communication skills.
- Enjoy working collaboratively in a team environment.
- Comfortable and flexible under pressure while managing multiple tasks.
Competencies:
- Ethical Conduct
- Stress Management/Composure
- Teamwork Orientation
- Thoroughness
Supervisory Responsibility:
This position does not have supervisory responsibilities.
Reporting Structure:
The Event Coordinator will report to the Director of Events and Conferencing.
Application Process:
Interested candidates should submit a resume and cover letter highlighting their qualifications and relevant experience.
Application Process:
Interested candidates should submit a resume and cover letter highlighting their qualifications and relevant experience.
Work Environment:
Normal office environment with minimal physical discomfort due to temperature, dust, noise, etc.
Normal office environment with minimal physical discomfort due to temperature, dust, noise, etc.
Position Type/Expected Hours of Work:
Standard office hours are Monday-Friday, 8 a.m.-5 p.m., with occasional early morning, evening, and weekend work based on event schedules.
Standard office hours are Monday-Friday, 8 a.m.-5 p.m., with occasional early morning, evening, and weekend work based on event schedules.
Travel:
No travel is expected for this position.
No travel is expected for this position.
Required Qualifications
Required Education and Experience:
- Bachelor’s degree in related field or equivalent in experience in event coordination, marketing, food service, or sales.
Additional Eligibility Qualifications:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Preferred Qualifications
Physical Demands
Physical Demands:
- Occasional tasks may include sitting, climbing, balancing, stooping, kneeling, and crouching.
- Frequently lift or move up to 10 pounds; occasionally lift or move up to 40 pounds.
- Specific visual abilities required include close vision, distance vision, and the ability to adjust focus.
Posting Detail Information
Posting Number
S055P
Number of Vacancies
1
Job Open Date
Special Instructions to Applicants
Quick Link for Internal Postings
https://leesmcrae.peopleadmin.com/postings/237
