What are the responsibilities and job description for the Assistant Event Coordinator position at leesmcrae?
Job Title: Assistant Event Coordinator 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.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 ConductStress Management/ComposureTeamwork OrientationThoroughnessSupervisory 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.Work Environment: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.Travel:No travel is expected for this position.
