Conference and Special Events Coordinator

About the Role

Reporting to the Director of Conferences and Special Events, this role facilitates university events of all sizes, manages campus logistics, liaises with service providers, oversees facility rentals, summer conferences, and space utilization. The Coordinator focuses on summer conferences, school-year rentals, student staff management, and campus-wide event facilitation while upholding Eastern University’s mission and vision.

Responsibilities

Summer Conferences Facilitation

• Maintain high-quality, seamless, and exceptional services for assigned clients.
• Provide one-stop client service, including contracting meeting space, housing, catering, housekeeping, and technical needs; act as liaison with campus service providers.
• Interact professionally with conference planners, group representatives, guests, service providers, and student staff.
• Initiate verbal and written communication to ensure clients’ needs are met prior to and during their stay.
• Create and provide contracts and follow-up paperwork (e.g., GMNs) for assigned clients (up to half of total clients) under the Director’s oversight.
• Be present at all assigned client check-ins and check-outs; follow up with clients throughout their event.
• Prepare and process invoices accurately and in a timely manner; ensure payment is received and follow up on overdue payments.

Student Staff Administrative Tasks

• Assist the Director with recruiting, training, and developing yearly student workers and seasonal summer conference assistants.
• Manage weekly scheduling and daily staff communication.
• Actively engage in summer activities, including manual labor such as setups, linen deployment, and furniture moves.
• Prioritize student development, acting as a mentor and role model while providing educational opportunities outside the classroom.

Athletic Facilities Rentals (Year-Round)

• Provide one-stop client service, including contracting, scheduling, and invoicing.
• Prepare and process invoices accurately and in a timely manner; ensure payment is received.
• Collaborate with the Athletics Scheduler to avoid double bookings and identify opportunities to increase rentals.

Departmental Responsibilities

• Participate in the facilitation of campus-wide events, such as Commencement, Homecoming, and other assigned events.
• Serve as Lead Event Planner for other events assigned by the CSMLO.
• Act in the Director’s absence as assigned.
• Maintain the department’s web and social media presence, ensuring information is accurate, up-to-date, and professionally reflects the office and university.
• Participate in marketing and selling Eastern University’s Conference Services (internal/external), including trade shows, printed/electronic materials, and building contacts for future services.
• Assist with Space Management Projects at the request of the CSMLO.
• Maintain flexible office hours, including nights, weekends, and summer holidays.
• Perform other duties as assigned.

Eastern University Community and Mission

• Communicate the Hospitality Ministry of Conferences and Special Events to internal, external, and community clients.
• Embody values of caring, compassion, justice, integrity, competence, and affirmation.
• Treat all campus community members with fairness, dignity, and respect, fostering unity and harmony in achieving the university’s mission.

Requirements

• Self-directed servant leader committed to the Christian faith and Eastern University’s mission.
• Ability to thrive in a multi-faceted, fast-paced, customer-service-driven environment.
• Customer-service mindset with the ability to make decisions affecting guest comfort.
• Proven computer literacy (Microsoft Office, QuickBooks) and excellent written/verbal communication skills.
• Bachelor’s degree and previous experience in sales, conferences, or special events preferred.
• Working knowledge of audiovisual equipment, space management, and scheduling.
• Creative and constructive problem-solving skills in real time.
• Ability to work independently and as part of a team.
• Flexibility for evening, weekend, and summer holiday hours, including rotating on-call responsibilities.
• Valid driver’s license required.