Part Time - Conference Services - Assistant

The Pennsylvania State University; Malvern (Chester County); On-site; USD 40,000 - 70,000; Full time

Job summary

Join a prestigious institution as an Event Coordinator, where you'll play a vital role in planning and executing corporate training sessions and networking events. This position offers an exciting opportunity to engage with clients, manage logistics, and ensure seamless execution of events. With a commitment to diversity and inclusion, this role is perfect for someone passionate about creating memorable experiences. If you thrive in a dynamic environment and enjoy working with a variety of stakeholders, this is the place for you to grow your career.

Qualifications

• Experience in planning and executing corporate events.
• Strong organizational skills and attention to detail.

Responsibilities

• Assist in planning and executing corporate training and networking events.
• Manage event bookings and maintain calendars.

Skills

Event Coordination

Logistics Management

Client Engagement

Vendor Communication

Education

Bachelor's Degree in Event Management or related field

Tools

25Live Event Management System

Job description

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Job DutiesEvent Coordination & Support

• Assist in planning and executing corporate training sessions, networking events, and university-sponsored functions.
• Support the coordination of logistics, including room layouts, audiovisual (AV) needs, catering, and security.
• Serve as an additional point of contact for corporate clients before and during events.

Administrative & Scheduling Support

• Help manage event bookings through the 25Live event management system.
• Maintain event calendars, prepare agendas, and organize documentation related to conference services events.

Marketing & Client Relations

• Engage with clients and stakeholders to ensure satisfaction and encourage repeat business.

Vendor & Resource Coordination

• Communicate with vendors such as caterers, linen rental companies, and AV support teams to ensure seamless event execution.
• Support inventory management for event supplies.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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Hotlines

Malvern, PA