Event Specialist Salve Regina University

About the role

The Event Specialist provides consistent on-site execution and operational support for University Events & Conference Services (UECS) events, conferences, weddings, summer programs, and selected internal University events. The position is designed primarily to provide evening and weekend coverage, serving as an on-site University representative and ensuring that events are executed safely, professionally, and in accordance with confirmed plans and University policies. By assuming a significant share of event-day execution, the Event Specialist creates capacity for UECS professional staff to focus on client relationships, planning, sales, revenue development, and long-term account stewardship.

Responsibilities

• Oversee on-site execution of assigned weddings, external events, conferences, camps, and selected internal University events, including event timelines, guest arrival, program flow, and breakdown.
• Serve as the primary on-site UECS contact during assigned events; communicate with clients, conference organizers, vendors, campus partners, and guests and escalate issues when appropriate.
• Confirm assigned facilities are guest-ready prior to event start and that setup, service, and breakdown align with approved plans, diagrams, BEOs, contracts, and University policies.
• Coordinate vendor arrival, access, setup, service, and departure, including caterers, rental companies, florists, entertainment, photographers, transportation providers, and other event partners.
• Troubleshoot last-minute operational issues and coordinate with Public Safety, Facilities/Grounds, Housekeeping, Dining Services, Media/IT Services, and other University departments as needed.
• Provide tours, photo-session coverage, and other client-facing event support as assigned.
• Provide evening and weekend staffing for conferences and camps, including arrival, check-in, meeting, program, and departure support.
• Support Gordon Research Conferences (GRC), including conference check-in coverage as scheduled and provide increased UECS supervision and operational presence for GRC poster sessions and coordinate issues with appropriate campus partners.
• Support summer conference operations and Salve Institute summer programming as assigned, including guest-facing logistics, space readiness, resource coordination, and evening/weekend coverage.
• Provide UECS presence at selected internal University events when departmental operational support is requested.
• Review event information, timelines, diagrams, BEOs, and operational notes prior to assigned events and communicate relevant updates to the Wedding Events Manager and other UECS staff.
• Monitor compliance with University event policies, vendor requirements, facility-use standards, and risk-management expectations.
• Document significant event issues, damages, vendor concerns, client feedback, and follow-up items for UECS staff.
• Help protect University facilities by monitoring event activity and providing additional on-site oversight, particularly in high-use historic spaces such as Ochre Court.
• Report to and work closely with the Wedding Events Manager; collaborate with the Conference & University Scheduling Manager, Director, Executive Director, and other UECS staff.
• Assist with training and direction of student event staff or temporary support personnel assigned to events.
• Support departmental projects, tours, showcases, and other revenue-generating or revenue-enabling activities as assigned.
• Perform other job-related duties as assigned.

Qualifications

Required:

• High school diploma/GED and a minimum of 2 years of event, hospitality, conference, venue, customer-service, or related operational experience; equivalent combinations of education and experience may be considered.
• Demonstrated ability to manage event timelines, coordinate multiple parties, and respond calmly and effectively to unexpected situations.
• Excellent interpersonal and communication skills and a strong customer-service orientation.
• Strong organizational skills, attention to detail, sound judgment, and ability to work independently in a fast-paced environment.
• Ability and willingness to work a schedule concentrated on evenings and weekends, primarily Friday–Tuesday, with flexibility based on the University event calendar.
• Ability to travel throughout campus and work indoors and outdoors in varying weather conditions.

Preferred:

• Experience with weddings, conferences, higher education, hospitality/banquet operations, or historic venues.
• Experience coordinating vendors and working with event diagrams, BEOs, timelines, or event-management systems.

This position could, on occasion, require bending, reaching, ascending and descending stairs, standing, walking, pushing, pulling, lifting, seeing, talking, and hearing. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Schedule

Primarily Friday–Tuesday, including evenings and weekends; schedule flexes based on event