Assistant Director of Conference Services (AS6481)

Stetson University; DeLand (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Stetson University in DeLand, FL is seeking an Assistant Director of Conference Services to lead the planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on campus. You will own day-to-day logistics, coordinate with campus departments, and ensure services meet client expectations and university standards.

Start Date: October 1, 2026. The role requires supervising staff, managing summer operations, maintaining housing keys, and providing

Qualifications

• Experience in conference services, event management, hospitality, or hotel conference management.
• Detail-oriented with deadline-management skills and the ability to manage multiple projects.
• Strong communication and client relationship skills.
• Excellent oral, written, and interpersonal communication.
• Support the University’s Mission and Values in their role.

Responsibilities

• Provide event management and professional support on third-party venue rentals and summer programs.
• Coordinate program needs and communicate with campus departments (catering, safety, IT, grounds, custodial).
• Lead client communication and act as primary on-site contact.
• Supervise Graduate Assistant and 20+ student conference staff, including training and scheduling.
• Manage day-to-day operations for summer conferences and secure space reservations.
• Lead weekly operations meetings to align scheduling and resources.
• Troubleshoot issues in real time and maintain high-quality service across programs.
• Maintain university housing keys and document registrations and housing assignments.
• Support post-event reconciliation, reporting, and peak-period activities.

Skills

Event management

Hospitality

Communication

Deadline management

Education

Bachelor's degree in Event Management or related field

Job description

Position Summary

The Assistant Director of Conference Services is responsible for the detailed planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on the DeLand campus. Working in partnership with the Director, this role takes ownership of day-to-day planning, logistics, and event execution, ensuring programs are delivered successfully and in alignment with client expectations and institutional standards.

Start Date: October 1, 2026

Essential Job Functions and Responsibilities

Employment duties include, but are not limited to:

• Provide event management and professional support onthird-party venue rentals, overnight summer programs, and visiting rowing programs.
• Coordinate program needs and prepare event plans to communicate with campus departments such as catering, public safety, event support services, IT support, grounds, maintenance, and custodial services.
• Lead ongoing client communication including planning meetings and serve as the primary on-site contact.
• Supervise the Graduate Assistant and 20+ student conference assistants, including hiring support, training, scheduling, and day-to-day staff oversight.
• Manage day-to-day operations for summer conferences.
• Secure space reservations for assigned programs and assist in managing the summer campus event calendar
• Lead weekly operations meetings during the summer season to coordinate with campus partners to align scheduling, logistics, and resource planning.
• Troubleshoot issues in real time and adjust plans as needed.
• Ensure consistent, high-quality service across all programs.
• Seek guidance on complex logistics, resource challenges, or client concerns.
• Maintain university housing keys during summer and document registrations and housing assignments in accordance with university policy.
• Support post-event reconciliation and reporting.
• Support University Events during designated peak periods or high-impact programs.
• Contribute to departmental operations as needed, while maintaining focus on conference services priorities.
• Standard business hours with flexibility required for evening and weekend hours during peak event and summer seasons.
• Flexible scheduling is available during non-peak periods.

Required Knowledge, Skills, and Abilities

The knowledge, skills, and abilities for this role include:

• Experience in conference services, event management, hospitality, or hotel conference management.
• Detail-oriented with strong deadline-management skills and the ability to think creatively and work on multiple projects simultaneously.
• Strong communication and client relationship skills.
• Excellent oral, written, and interpersonal communication.
• Support the University’s Mission and Values in their role.

Required Qualifications

This position requires:

• Bachelor's degree in Event Management or related field.
• A minimum of 2-3 years of experience in events management or related field.
• Current driver’s license & insurable driving record from the university’s insurance provider.

Ideal Candidate Qualifications

The ideal candidate’s qualifications include:

• 2-3 years of experience with summer camps and/or conferences.
• Experience in conference services, event management, hospitality, or hotel conference management.

Work Environment

Routinely work outside the normal scheduled hours of operation for university offices. Requires some work in an office environment and frequent movement between campus buildings.

Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.