Assistant Director of Conference & Event Services

Stonehill College; Easton (MA); On-site; USD 65,000 - 86,000; Full time

Job summary

Stonehill College seeks an Assistant Director of Conference & Event Services to oversee the scheduling of all campus facilities and coordinate event information for campus stakeholders. The role supports revenue growth through external events and fosters collaboration across departments.

The candidate will mentor a scheduling coordinator, manage event logistics, and maintain strong client relationships to ensure high-level service during events on campus.

Qualifications

• Bachelor’s degree required.
• 2–4 years of progressive relevant experience in campus/conference/event services preferred.
• Strong written and verbal communication with ability to persuade.

Responsibilities

• Oversee daily scheduling of campus facilities through 25Live and coordinate event information for stakeholders.
• Mentor the scheduling coordinator and ensure accurate Campus Scheduling Software and Events Calendar.
• Maintain relationships with internal departments and external clients to maximize revenue and service levels.
• Prepare and execute campus event logistics, post-event follow-up, and performance metrics.

Skills

Strong communication

Organizational skills

Interpersonal skills

Strategic thinking

Technology-savvy

Customer service

Event scheduling

Education

Bachelor's degree

Tools

25Live

Microsoft Office

Job description

The Assistant Director of Conference & Event Services will contribute to the department’s efforts in maintaining a high level of customer service and support to both internal and external campus constituencies and in maximizing revenue through the utilization of campus facilities by external campus constituencies. The Assistant Director will provide oversight to the scheduling of all campus facilities and the distribution of event information to campus stakeholders and support staff departments. In addition, the Assistant Director will provide support to the Associate Director in the recruitment of new Conference and Events business and in preserving strong relationships with the department’s existing client base. Fostering an atmosphere of collaboration and unified support will be an essential element of the Assistant Director’s role in executing their duties and responsibilities.

Responsibilities

• Manage and mentor the Coordinator of Facilities & Scheduling and oversee the daily scheduling of campus facilities through the campus reservation software (25Live) and the distribution of event information to campus stakeholders and support staff departments, including: Facilities Management, Information Technology, Campus Police, and Dining Services.
• Maintain an expeditious flow of communication on campus as it pertains to event scheduling and event coordination.
• In the absence of the Coordinator of Facilities and Scheduling, assume all duties and responsibilities as needed to maintain departmental operational continuity.
• Responsible for the maintenance and accuracy of the Campus Scheduling Software and the Campus Events Calendar.
• Oversee the execution of all campus event and operational logistics, internal and external to the College. Ensure high-level customer service and support for all events held on Campus by all constituencies.
• Develop, maintain, and oversee all external program event planning documents, event itineraries, and program details, and ensure their execution.
• Manage, maintain, and oversee departmental summer planning documents, including the summer lodging schedule, energy management schedule, and summer dining schedule.
• Foster and maintain close professional relationships with campus support service departments and external clients.
• Solicit client feedback while providing immediate follow-up on completed events. Track results and transpose them into metrics for post-event evaluations with campus stakeholders.
• Administer an action plan to systematically address customer service issues to provide a means for continuous operational improvement.
• Act as a representative of the department and the College in promoting the use of the campus and its facilities to external groups and organizations.
• Assist the Associate Director with the administration and management of the departmental marketing plan.
• At the discretion of the Associate Director, assist with responding to inquiries by external entities, preparing bid packages and Requests for Proposals, and conducting prospective client site visits showcasing the campus and its amenities.
• Provide assistance with client invoicing, accounts receivable tracking, and License Agreement Development.
• Hire, train, and supervise full-time and part-time student employees for the Academic Year and Summer Conferencing Season.
• Manage departmental key and access control over the summer months, with responsibility for the residential housing key cabinet and access card inventory, allocation, tracking, and replacements.
• Maintain and oversee all campus event-related directional and signage endeavors.
• Manage the scheduling of event-related vendors for external constituencies and provide oversight of their services.
• Oversee and manage the departmental work-study and student employee budget to coincide with departmental strategic initiatives.
• Must be able to work evenings and weekends as necessary, in particular during the Summer Conference Season (End of May to Mid/Late August).
• Other duties as assigned based on departmental demand.

Qualifications

• Bachelor’s Degree from an accredited College or University.
• 2-4 years of progressive work experience, preferably in a collegiate conference and event services setting.
• Excellent communication skills, particularly the ability to persuade, whether verbally or through the written word.
• Exceptional organizational skills, including the ability to manage multiple projects and multitask with a high level of detail.
• Outstanding interpersonal skills, including independent judgment, the ability to relate well to constituents at all levels of the institution, and to demonstrate to others that they are valued.
• Must be a strategic thinker, able to work independently, and must be comfortable with technology.
• Ability to work in a fast-paced service environment is essential.
• A sense of humor and ability to deal with all situations calmly and pleasantly.
• Computer literate; strong Microsoft Office software knowledge; 25Live campus scheduling enterprise familiarity; and desire to adapt technology to best leverage department/divisional/institutional resources.
• Must be able to work evenings and weekends as necessary.

The schedule for this position is Monday-Friday, 8:30 am-4:30 pm, with some hours outside that range.