Event Specialist

Salve Regina University; Newport (RI); On-site; USD 28,000 - 39,000; Full time

Benefits offered by this job

Health, dental and vision coverage

403(b) retirement plan with employer/τ

Tuition remission for employees and ab

Wellness program and on-campus Fitness

Job summary

Salve Regina University in Newport, RI seeks an Event Specialist to provide on-site execution and operational support for UECS events, weddings, conferences, and summer programs. The role emphasizes evening and weekend coverage, serving as the on-site university representative to ensure events run safely and professionally.

You will coordinate timelines, guest flow, and vendor activities, while collaborating with campus partners to align with contracted plans and policies.

Qualifications

• High school diploma or GED required with a minimum of 2 years in events, hospitality, or related operations.
• Ability to manage event timelines, coordinate multiple parties, and respond to unexpected situations.
• Excellent interpersonal and communication skills with a strong customer-service orientation.
• Strong organizational skills and attention to detail; able to work independently in a fast-paced environment.
• Willingness to work an evenings/weekends schedule (Fri-Tue) with campus event calendar flexibility.
• Ability to travel around campus and work indoors/outdoors in varying weather.

Responsibilities

• Oversee on-site execution of weddings, externalevents, conferences, camps, and internal university events.
• Serve as primary on-site UECS contact; communicate with clients, vendors, and guests.
• Ensure setups align with approved plans, diagrams, contracts, and policies.
• Coordinate vendor arrival, setup, service, and departure including caterers, rentals, and decor.
• Troubleshoot last-minute issues and coordinate with campus departments as needed.
• Provide tours, photo-session coverage, and client-facing event support as assigned.
• Provide evening/weekend staffing for conferences/camps and project support for events.

Skills

Interpersonal skills

Customer service

Communication skills

Teamwork

Education

High school diploma/GED

2+ years event/hospitality experience

Job description

About Salve Regina University:

Salve Regina University, ranked as one of the most transformativecolleges in the United States by Money Magazine, is a comprehensiveCatholic University located in the scenic coastal community ofNewport, Rhode Island. The University's commitment to academicsuccess and personal discovery extends beyond its historic campusinto a dynamic world where the application of higher thinking andskill are most valued. Salve Regina offers bachelor's and master'sdegree programs, graduate certificates, and doctoral programs inhumanities, international relations and nursing. Enrollmentincludes more than 2,600 undergraduate and graduate students fromacross the U.S. and around the world.

Job Description:

BASIC FUNCTION:

The Event Specialist provides consistent on-site execution andoperational support for University Events & Conference Services(UECS) events, conferences, weddings, summer programs, and selectedinternal University events. The position is designed primarily toprovide evening and weekend coverage, serving as an on-siteUniversity representative and ensuring that events are executedsafely, professionally, and in accordance with confirmed plans andUniversity policies. By assuming a significant share of event-dayexecution, the Event Specialist creates capacity for UECSprofessional staff to focus on client relationships, planning,sales, revenue development, and long-term accountstewardship.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Event & Conference Execution

• Oversee on-site execution of assigned weddings, externalevents, conferences, camps, and selected internal Universityevents, including event timelines, guest arrival, program flow, andbreakdown.
• Serve as the primary on-site UECS contact during assignedevents; communicate with clients, conference organizers, vendors,campus partners, and guests and accelerate issues whenappropriate.
• Confirm assigned facilities are guest-ready prior to eventstart and that setup, service, and breakdown align with approvedplans, diagrams, BEOs, contracts, and University policies.
• Coordinate vendor arrival, access, setup, service, anddeparture, including caterers, rental companies, florists,entertainment, photographers, transportation providers, and otherevent partners.
• Troubleshoot last-minute operational issues and coordinate withPublic Safety, Facilities/Grounds, Housekeeping, Dining Services,Media/IT Services, and other University departments as needed.
• Provide tours, photo-session coverage, and other client-facingevent support as assigned.

Conference, GRC & Summer Program Support

• Provide evening and weekend staffing for conferences and camps,including arrival, check-in, meeting, program, and departuresupport.
• Support Gordon Research Conferences (GRC), including conferencecheck-in coverage as scheduled and provide increased UECSsupervision and operational presence for GRC poster sessions andcoordinate issues with appropriate campus partners.
• Support summer conference operations and Salve Institute summerprogramming as assigned, including guest-facing logistics, spacereadiness, resource coordination, and evening/weekendcoverage.
• Provide UECS presence at selected internal University eventswhen departmental operational support is requested.

Communication, Compliance & Documentation

• Review event information, timelines, diagrams, BEOs, andoperational notes prior to assigned events and communicate relevantupdates to the Wedding Events Manager and other UECS staff.
• Monitor compliance with University event policies, vendorrequirements, facility-use standards, and risk-managementexpectations.
• Document significant event issues, damages, vendor concerns,client feedback, and follow-up items for UECS staff.
• Help protect University facilities by monitoring event activityand providing additional on-site oversight, particularly inhigh-use historic spaces such as Ochre Court.

Teamwork and other responsibilities

• Report to and work closely with the Wedding Events Manager;collaborate with the Conference & University SchedulingManager, Director, Executive Director, and other UECS staff.
• Assist with training and direction of student event staff ortemporary support personnel assigned to events.
• Support departmental projects, tours, showcases, and otherrevenue-generating or revenue-enabling activities as assigned.

OTHER DUTIES AND RESPONSIBILITIES:

Perform other job-related duties as assigned.

ENVIRONMENTAL CONDITIONS:

This position is subject to both inside and outside work, whereextreme cold and hot temperatures can be encountered.

Requirements:

Required :

• High school diploma/GED and a minimum of 2 years of event,hospitality, conference, venue, customer-service, or relatedoperational experience; equivalent combinations of education andexperience may be considered.
• Demonstrated ability to manage event timelines, coordinatemultiple parties, and respond calmly and effectively to unexpectedsituations.
• Excellent interpersonal and communication skills and a strongcustomer-service orientation.
• Strong organizational skills, attention to detail, soundjudgment, and ability to work independently in a fast-pacedenvironment.
• Ability and willingness to work a schedule concentrated onevenings and weekends, primarily Friday-Tuesday, with flexibilitybased on the University event calendar.
• Ability to travel throughout campus and work indoors andoutdoors in varying weather conditions.

Preferred :

• Experience with weddings, conferences, higher education,hospitality/banquet operations, or historic venues.
• Experience coordinating vendors and working with eventdiagrams, BEOs, timelines, or event-management systems.

Additional Information:

Salve Regina University offers generous benefits to eligibleemployees including (waiting periods apply):

• health, dental and vision coverage available on the first of the month following date of hire
• 403(b) retirement plan through TIAA with employee and employercontributions as well as access to advising services
• long-term disability coverage
• employer-paid life and AD&D insurance
• up to 100% free tuition at Salve for eligible employees and qualified dependents
• robust wellness program and free access to the on-campus FitnessCenter

Other available benefits include:

• supplemental life insurance for employees and dependents
• supplemental insurance coverage through Aflac
• Tuition Exchange scholarship program. Application available for qualified dependents of eligible employees working full-time
• discounted pet insurance through ASPCA
• student loan forgiveness assistance program (SAVI)
• employee Assistance Program through Health Advocate
• flexible spending health and dependent care accounts
• health savings accounts
• 529 collegebound saver program
• paid parental leave and adoption assistance

For more detailed information on Salve's benefits, visit https://salve.edu/human-resources/benefits .

Salve Regina University strives to cultivate belonging valuesthrough diversity, equity inclusion in order to foster a welcomingculture for our staff, faculty and students, as well as the widercommunity. Salve Regina University embraces all people with grace.No matter the path traveled to get here, the Universityacknowledges that many identities will intersect. Salve Reginabelongs to all in its community.