Donor & Campus Events Hospitality Coordinator

Westminster Theological Seminary; Laverock (PA); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Generous PTO

retirement plan contributions

medical/dental/vision/life insurance

education benefits

a flexible and casual work environment

a faith-based culture rooted in God’s字

Job summary

Westminster Theological Seminary is seeking an Events Assistant to support planning, coordination, and execution of donor and institutional events on campus. You will collaborate with the events team and campus partners to manage logistics, timelines, and hospitality, ensuring a welcoming guest experience.

The role requires strong communication, organization, and customer service skills, with a focus on detailed execution and professional interaction across departments and vendors.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience preferred.
• One to three years of event planning, hospitality, or related experience preferred; volunteer experience considered.
• Demonstrated interest in event planning and coordination.
• Experience with RSVPify is a plus.

Responsibilities

• Coordinate and execute donor stewardship visits and campus events, including scheduling, preparing run-of-show documents, arranging refreshments, and overseeing additional elements such as campus tours, transportation, and lodging when needed.
• Serve as a liaison with campus partners, vendors, and departments to ensure event details are communicated clearly and executed effectively.
• Support the Events Coordinator and Director in managing event-day operations, including vendor coordination, execution support, and adherence to event timelines and service standards.
• Assist with venue setup, décor, hospitality elements, and food and beverage arrangements to create a warm and welcoming environment.
• Gather, prepare, and organize event supplies in advance to ensure readiness for all events.
• Prepare and maintain green rooms to support speaker care and hospitality.
• Maintain accurate guest lists, event data, and organized event documentation within shared systems such as Google Drive.
• Track multiple event timelines and deadlines while collaborating with team members to ensure successful execution.
• Communicate event details, accommodations, and restrictions with vendors and internal stakeholders.
• Provide day-of-event support including setup, troubleshooting, guest assistance, and teardown.
• Assist in post-event evaluation by gathering feedback and analyzing event outcomes to inform future improvements.
• Foster strong communication across departments and with guests, speakers, attendees, volunteers, and vendors.
• Follow established policies, procedures, and event planning checklists to support consistent and high-quality execution.
• Help cultivate a service-oriented atmosphere through professional, courteous, and responsive interactions.
• Keep the event supply office clean, organized, and event-ready by managing inventory, restocking supplies, and washing or preparing reusable event materials.
• Other duties as assigned to support departmental and institutional needs.

Skills

Interpersonal skills

Customer service

Communication

Organization

Administrative skills

Problem solving

Team collaboration

Adaptability

Google Workspace

Canva

Education

Bachelor’s degree or equivalent

Tools

RSVPify

Google Workspace

Canva

Job description

Westminster Theological Seminary is seeking an Events Assistant to support planning, coordination, and execution of donor and institutional events on campus. You will collaborate with the events team and campus partners to manage logistics, timelines, and hospitality, ensuring a welcoming guest experience.

The role requires strong communication, organization, and customer service skills, with a focus on detailed execution and professional interaction across departments and vendors.