Private Events Coordinator - Wade Oval, Part-Time

UNIVERSITY CIRCLE, INC; Cleveland (OH); On-site; USD 34,000 - 41,000; Part time

Job summary

University Circle Inc. is seeking a temporary, part-time Private Events Coordinator to support private events at Wade Oval. The role tracks materials, communicates with clients, attends planning meetings and provides on-site support, reporting to senior staff.

The position requires 2+ years in events or hospitality, strong organization, excellent communication, and the ability to manage multiple tasks, including evenings and weekends as needed.

Qualifications

• Two or more years of experience in event coordination, venue rentals, hospitality or customer service.
• Strong organization and attention to detail.
• Clear and professional written and verbal communication.
• Ability to manage multiple events and deadlines simultaneously.
• Ability to follow established procedures and escalate issues when needed.
• Work independently while staying connected to the UCI team.
• Proficiency with email, calendars, spreadsheets and shared digital files.
• Availability for occasional evenings and weekends, including private event dates.

Responsibilities

• Serve as the primary day-to-day contact for assigned private event clients.
• Provide responsive, professional customer service throughout planning and event day.
• Track event plans, deadlines, permits, insurance, site plans and vendor information.
• Follow up with clients regarding missing or incomplete information.
• Maintain organized and current files for each event.
• Attend client planning meetings, calls, walkthroughs and site visits as needed.
• Document decisions, updates and outstanding items.
• Share regular status updates with UCI staff.
• Flag potential safety, permitting, contract or logistical concerns for review.
• Prepare event-day information and materials for staff and vendors.
• Provide day-of event support, including check-in and site coordination.
• Assist with event closeout, invoicing and documenting incidents.

Skills

Event coordination

Customer service

Organization

Communication

Time management

Independent work

Tools

Email clients

Calendars

Spreadsheets

Shared files/Drive

Job description

University Circle Inc. is seeking a temporary, part-time Private Events Coordinator to support private events at Wade Oval. The role tracks materials, communicates with clients, attends planning meetings and provides on-site support, reporting to senior staff.

The position requires 2+ years in events or hospitality, strong organization, excellent communication, and the ability to manage multiple tasks, including evenings and weekends as needed.