Event Coordinator Assistant

Job Responsibilities

• Assist Event Coordinator in scheduling various events, including all internal and external events.
• Work directly with stakeholders with availability and event details to ensure a seamless experience.
• Utilize available software to manage events and rentals.
• Act as the primary point of contact for coordinating Facilities Management’s operational support, coordination, and logistics execution for on-campus events by internal departments and external entities.
• Provide excellent customer service, communicating directly and effectively with stakeholders, coordinating equipment, materials, outside vendors, and other resources in addition to labor needs to meet customer requests.
• Attend events and meetings and ensure that the event runs smoothly – actively executing and checking setups, managing vendors and staff, providing audio visual assistance, and handling any difficulties as they occur to minimize disruptions.
• Oversee setup, execution, and breakdown for assigned events.
• Communicate event information with Facilities Management team, Campus Safety, Dining Services to ensure successful events.
• Aid with setting up audio visual systems to support event.

Knowledge, Skills and Competencies

• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Self-motivated, strong attention to detail, excellent organizational, written, verbal, and interpersonal skills.
• Excellent computer skills with working knowledge of event management software and computerized maintenance management software.
• Ability to coordinate all phases in planning and executing an event, paying attention to all timelines and details, and the ability to organize others and establish and balance multiple priorities.
• Working knowledge of audio-visual systems for operation and set up.
• Ability to operate a box truck or similar vehicle for transporting equipment, furniture, etc.

Position Requirements

• High School Diploma.
• Valid driver’s license.
• Minimum of 1 year of experience in event coordination, planning and management.
• Must be at least 21 years old.
• Experience in an institutional or campus setting.
• Experience working with adolescents in an educational setting is preferred.

Physical Requirements

• Ability to lift and transport up to 50 lbs. without assistance.

Additional Requirements

• Successfully complete a criminal background check (reviewed every 5 years).
• Clean Driving record (reviewed annually), if applicable.