Conferences and Events Coordinator

RISD - Rhode Island School of Design; United States; On-site; USD 52,000 - 66,000; Full time

Job summary

RISD in Providence seeks a Conference and Events Coordinator to manage on-campus events, housing accommodations, and catering logistics. You will act as the main liaison for internal and external clients, coordinating contracts, quotes, and service delivery for a premier art and design school.

The role demands strong organizational skills, clear communication, and the ability to manage multiple events with attention to detail. Evening and weekend availability, plus travel as needed, are required.

Qualifications

• Associate's degree and at least three years in event planning or conference management.
• Excellent written and verbal communication with diverse groups.
• Strong logistics and multi-task coordination abilities.
• Proficiency with Microsoft Office and calendar management tools.

Responsibilities

• Perform administrative tasks: calls, emails, invoices, billing, and payment processing.
• Coordinate guest relations and campus inquiries, provide quotes, and assist in contracts.
• Manage residential and event calendars (25Live) and coordinations with Campus Facilities.
• Support on-site during events and address issues as they arise.
• Contribute to special projects and general office duties as needed.

Skills

Organizational skills

Effective communication

Independent problem solving

Time management

Education

Associate's degree

Tools

Microsoft Office

25Live

Job description

About the Role

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

• 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

RISD recognises 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.

Find out much more about RISD at risd.edu/about.