Assistant Director of Conference Services (AS6481)

Stetson University•DeLand, FL

7d•Hybrid

About The Position

The Assistant Director of Conference Services is responsible for the detailed planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on the DeLand campus. Working in partnership with the Director, this role takes ownership of day-to-day planning, logistics, and event execution, ensuring programs are delivered successfully and in alignment with client expectations and institutional standards.

Requirements

Bachelor's degree in Event Management or related field.
A minimum of 2–3 years of experience in events management or related field.
Current driver's license & insurable driving record from the university’s insurance provider.
Experience in conference services, event management, hospitality, or hotel conference management.
Detail-oriented with strong deadline-management skills and the ability to think creatively and work on multiple projects simultaneously.
Strong communication and client relationship skills.
Excellent oral, written, and interpersonal communication.
Support the University’s Mission and Values in their role.

Nice To Haves

2–3 years of experience with summer camps and/or conferences.

Responsibilities

Provide event management and professional support on third-party venue rentals, overnight summer programs, and visiting rowing programs.
Coordinate program needs and prepare event plans to communicate with campus departments such as catering, public safety, event support services, IT support, grounds, maintenance, and custodial services.
Lead ongoing client communication including planning meetings and serve as the primary on-site contact.
Supervise the Graduate Assistant and 20+ student conference assistants, including hiring support, training, scheduling, and day-to-day staff oversight.
Manage day-to-day operations for summer conferences.
Secure space reservations for assigned programs and assist in managing the summer campus event calendar.
Lead weekly operations meetings during the summer season to coordinate with campus partners to align scheduling, logistics, and resource planning.
Troubleshoot issues in real time and adjust plans as needed.
Ensure consistent, high-quality service across all programs.
Seek guidance on complex logistics, resource challenges, or client concerns.
Maintain university housing keys during summer and document registrations and housing assignments in accordance with university policy.
Support post-event reconciliation and reporting.
Support University Events during designated peak periods or high-impact programs.
Contribute to departmental operations as needed, while maintaining focus on conference services priorities.