- Uphold policies, procedures, guidelines, and codes related to event planning to ensure the success of each event.
- Provide oversight and direction for all on-site teams, including outside vendors, while ensuring they have the necessary tools to perform tasks efficiently and effectively.
- Manage event planning by maintaining a thorough knowledge of campus facilities and grounds, including:
- Room capacities, usage, and preferred table and chair setups
- Room adjacencies and food service allowances
- Multimedia equipment availability
- Traffic flow patterns, facility entrances, parking areas, and fire code requirements
- Proactively manage the assigned calendar with campus oversight, ensuring proper processes and implementation of critical systems.
- Oversee planning software and ensure all event details are accurately recorded in the system.
- Meet regularly with oversight, attend department meetings, training sessions, and scheduled Central Event meetings.
- Contract vendors for events and coordinate on-site setup and teardown.
- Manage all aspects of event planning meetings with both ministries and support teams, including mediation of event-related issues.
- Develop and maintain a preferred vendor list.
- Manage, code, and submit event receipts for department credit card purchases.
- Track spending to ensure adherence to approved event budgets while communicating final budgets to ministries.
- Create planning guides and timelines for all events while providing on-site and on-call support during events.
- Manage campus-owned décor items and facilitate their use for events as needed.
- Work at least one conference, as requested by Central Events (e.g., Pink Impact, Men's Summit, Summer Bash, or Youth Conference), in an execution capacity.
- Assist with Gateway Conference in both the planning and execution phases.
- Complete and maintain a valid Food Handler's certification while serving in this role.
General Skills & Qualifications: - Proficient written and verbal communication skills
- Strong time-management skills and multitasking ability
- Proficient in Microsoft Office, EMS, social tables, and project management software and/or with aptitude to learn new software and systems
- Competency in EMS, Social Tables, and project management software
- Prioritize and manage multiple projects simultaneously and follow through on assignments in a timely manner
- Demonstrated knowledge of event management principles, methods and techniques
- Ability to strategically and tactically organize and structure events
- Demonstrated skills and experience in mediation
- Capability to work with varying personalities
- Task-oriented and organizational skills
- Able to work flexible hours
General Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this Job, the employee is regularly required to:
- Sit/stand for long periods of time
- Occasionally kneel, or crouch
- The employee must frequently lift and/or move up to 20 lbs. and occasionally lift and/or move up to 30 lbs.