Dynamic Part-Time Conference & Event Coordinator

William & Mary; United States; On-site; USD 21,000 - 34,000; Part time

Job summary

William & Mary seeks a part-time Conference & Event Coordinator to handle on-campus events, coordinating housing, meeting spaces, audiovisual setups, catering, dining reservations, transportation, registration, and parking. The role requires providing budget estimates to clients and ensuring accuracy in financial records.

You will participate in summer staff recruitment and training, help create seasonal staff goals, manage vendor communications, and maintain inventory.

Qualifications

• High-school Diploma or equivalent.
• Event coordination experience including housing, meeting space, transportation, catering, etc.
• Customer service experience in a professional office environment.
• Working knowledge of general office practices and equipment (phone, scanner, printer).
• Familiarity with general accounting, billing and fiscal procedures and data analysis for planning and decision making.
• Strong computer skills with Adobe Acrobat, DocuSign, Zoom and MS Office (Outlook, Word, Excel).
• Excellent oral, written, and customer service skills.
• Extreme attention to detail and ability to work independently and manage multiple priorities.

Responsibilities

• Logistical & onsite coordination of conferences and events (housing, meeting facilities, AV, catering, dining hall reservations, transportation, registration, parking, space rentals).
• Provide clients with budget estimates for events.
• Participate in summer staff recruitment and staff training.
• Create seasonal staff goal sheets and lead seasonal staff.
• Provide excellent customer service (answer phones, respond to emails).
• Maintain inventory of supplies and serve as purchasing resource for client needs.
• Data entry for event files; generate and distribute reports for planning.
• Manage registration for groups and ensure timely, accurate reporting.
• Prepare and send invoices; post payments; update registrations; keep detailed notes for billing.

Skills

Event coordination

Customer service

Office practices

Data analysis

MS Office

Attention to detail

Time management

Education

High-school Diploma

Bachelor's degree

Tools

Adobe Acrobat

DocuSign

Zoom

Canva

Workday

Procurement system (BuyWM)

Job description

William & Mary seeks a part-time Conference & Event Coordinator to handle on-campus events, coordinating housing, meeting spaces, audiovisual setups, catering, dining reservations, transportation, registration, and parking. The role requires providing budget estimates to clients and ensuring accuracy in financial records.

You will participate in summer staff recruitment and training, help create seasonal staff goals, manage vendor communications, and maintain inventory.