Conferences & Events Coordinator

About the position The Conferences & Events Coordinator provides ‘One Stop’ professional level event planning and execution. Providing support to the department in planning, organizing, and implementing events, conferences, and meeting functions University wide. Reporting to the Associate Director of Conferences & Events, this position will liaison with clients including University departments, students, and external clients in support of implementing events and functions. This person will be instructing students on set ups and overseeing equipment and off-hour operations. The Conferences & Events Coordinator will be required to work evenings and weekends (Tuesday – Sunday, 11:00 a.m. – 8:00 p.m.) with flexibility.

Responsibilities

• Meets with clients and vendors to effectively consult and confirm all event needs and requirements; clients include University departments, students, external clients, and summer conferences.
• Manages multiple events while maintaining high standards.
• Uses 25Live online reservation system to input and communicate event details to clients and University departments.
• Creates, produces, and updates facility diagrams for client and staff use during the event planning process.
• Collaborates with University departments such as Facilities Management, Harvest Table (catering services), Audio Visual Services, and external vendors, to coordinate event needs and requirements for flawless execution.
• Serves as one of the office receptionists; answers phone and helps with walk-up guests; responsible for general office maintenance.
• Event set ups and breakdowns; ensures setups are done correctly, safely, and in a timely fashion; loads and transports equipment in truck and cart, unlocks and secures facilities as needed while securing department keys in the office and in the field.
• Checks on events and provides professional event management to ensure client satisfaction and facility security.
• Maintains a thorough knowledge of campus and community activities in order to provide accurate information.
• Adheres to all University, department, and safety policies and procedures.
• Performs other duties and special projects as assigned.

Requirements

• High school diploma or equivalent supplemented with two years of additional coursework.
• Three years of experience in event planning and logistics or related experience including experience in handling multiple situations of varying complexity and time frames simultaneously and in responding to high stress situations in a calm, rational manner.
• Must possess a valid driver’s license and must provide a current DMV printout with a good driving record.
• A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).
• Working knowledge and understanding of event planning and logistics.
• Ability to work on several tasks simultaneously.
• Effective organizational and project management skills.
• Excellent customer service.
• Excellent verbal and written communication skills to effectively communicate with diverse populations.
• Strong interpersonal skills.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, PowerPoint, and other applications.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to function well independently and as part of a team.
• Adaptable to change in a fast-paced environment.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.