Conferences and Events Coordinator

risd; Rhode Island; On-site; USD 46,000 - 62,000; Full time

Job summary

RISD's Campus Conference and Events Services (CCES) seeks a Conference and Events Coordinator. You will coordinate and execute campus conferences and events, handling guest relations, contracts, and on-site support to ensure exceptional experiences.

The role requires an Associate's degree and at least three years in event planning or related service, with strong communication and organizational skills. Evening/weekend availability and local travel are expected.

Qualifications

• Associate's degree required with at least 3 years in event planning or conference management and/or related food service experience.
• Strong communication skills, both oral and written, with internal and external clients.
• Proficiency in using computers and Microsoft Office; familiarity with event scheduling tools like 25Live.

Responsibilities

• Coordinate, organize, and execute campus conferences and events under supervision.
• Serve as on-site point of contact during events and manage guest relations.
• Prepare contracts, quotes, and invoices; process payments and interdepartmental billing.
• Maintain master calendar (25Live) and coordinate with Campus Facilities for work orders.
• Build relationships with campus service providers to ensure seamless events.

Skills

Event planning

Logistics coordination

Customer service

Oral and written communication

Education

Associate's degree

Tools

Microsoft Word

Microsoft Excel

Calendar management software

25Live

Job description

RISD's Campus Conference and Events Services (CCES) office is actively seeking a Conference and Events Coordinator to join their growing team. CCES focuses on marketing the college event resources and coordinating events and services on campus such as residence hall accommodations, event space, and catering. The CCES office acts as the central point of contact for both internal and external clients, providing accurate information and handling requests for conferences, meetings and events.

As a Conference and Events Coordinator, this role is responsible for coordinating, organizing, and executing conference events for a premier art and design school as directed by the Associate Director, External Campus Conference & Events Services, as well as performing routine daily administrative tasks. Responsible for providing exceptional hospitality to guests and establishing and maintaining relationships with key campus service providers.

We seek applications from equity-minded candidates who will thrive in a campus environment that advances principles of social equity and inclusion, and equal access to resources and opportunities.

ESSENTIAL FUNCTIONS/DUTIES:

Administrative

• Perform routine office tasks related to fulfillment of departmental objectives including taking phone calls, responding to email, creating file folders for events, creating invoices, interdepartmental billing, and processing payment.
• Effectively and efficiently handle guest and campus inquiries through phone and email communication. Such communication shall include, but not be limited to, responding to initial requests for information, providing price quotes, and assisting in preparing contracts.
• Responsible for creation of residential cards by printing cards, labels and information packets for summer residential groups.
• Maintain events and approvals within the master calendar scheduling system, 25Live and shared calendars for events.
• Submit work orders to Campus Facilities as needed.
• Work on special projects for the Director.

Guest and Group Relations

• Establish and maintain relationships with key campus service providers.
• Work with group to ensure all group requests/requirements and concerns are responded to in a timely, effective manner throughout prior to arrival, throughout their stay, and upon departure.
• Communicate with Airbnb guests via app, fielding inquiries, and sending regular communication for guests check in.
• Assist with the coordination of walk throughs of campus with external groups.
• Assist the Director of Conference and Events as needed.

On Site Support

• Serve as point person for client during on campus events and conferences.
• Responds to and resolves issues that arise throughout the course of the event.
• Check campus spaces prior to group's arrival. Problem solve glitches in a timely fashion.

ADDITIONAL FUNCTIONS/DUTIES :

• Perform additional duties and work on special projects as assigned by supervisor.

JOB QUALIFICATIONS/SPECIFICATIONS

KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:

Associate's degree required and at least three years in event planning/conference management, and/or related food service industry experience, preferably in a college university setting, or equivalent combination of education and experience. Must be able to communicate effectively in both oral and written formats with faculty, staff, students and a discriminating external clientele. Must be sufficiently experienced in logistics and service and use independent judgment regularly. Strong organizational skills and demonstrated ability to coordinate multiple and diverse tasks simultaneously. Proficiency in using computers, Microsoft Suite software (Word, Excel, etc.) and electronic calendar management programs. Must possess a valid Rhode Island driver's license. Prior experience using event scheduling software such as 25 Live is preferred.

Union

No

Work Schedule

Must be available to work on evenings, and occasional weekends, and to travel as required.

Employment Status

Full-Time, Non-Exempt

Grade

820NE

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes inclusion and belonging as fundamental to its learning and working community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to this community and to our commitment to excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.