Conferences and Events Coordinator

Rhode Island School of Design•Providence, RI

About The Position

RISD's Campus Conference and Events Services (CCES) office is seeking a Conference and Events Coordinator to coordinate, organize, and execute conference events for the college as directed by the Associate Director, External Campus Conference & Events Services. The role also performs routine administrative tasks, provides exceptional hospitality to guests, and establishes and maintains relationships with key campus service providers. CCES markets the college's event resources and coordinates campus services such as residence hall accommodations, event spaces, and catering, serving as a central point of contact for internal and external clients. The coordinator handles administrative operations and inquiries, supports event and group logistics before, during, and after visits, and serves as the on-site point person for clients during campus events and conferences. The position requires an associate's degree and at least three years of relevant experience, or an equivalent combination of education and experience. The successful candidate must be available to work evenings and occasional weekends and travel as required.

Requirements

Associate's degree and at least three years of experience in event planning/conference management and/or related food service industry experience, preferably in a college or university setting, or an equivalent combination of education and experience.
Effective oral and written communication with faculty, staff, students, and external clientele.
Experience in logistics and service, and the ability to use independent judgment regularly.
Strong organizational skills and demonstrated ability to coordinate multiple and diverse tasks simultaneously.
Proficiency with computers, Microsoft Suite software such as Word and Excel, and electronic calendar management programs.
Valid Rhode Island driver's license.
Availability to work evenings, occasional weekends, and travel as required.

Nice To Haves

Prior experience using event scheduling software such as 25Live.
Experience in event planning, conference management, or related food service in a college or university setting.

Responsibilities

Perform routine office tasks, including answering phone calls, responding to email, creating event folders and invoices, handling interdepartmental billing, and processing payments.
Respond to guest and campus inquiries by phone and email, including initial information requests, price quotes, and assistance preparing contracts.
Create residential cards, labels, and information packets for summer residential groups.
Maintain events and approvals in the 25Live master calendar scheduling system and shared event calendars.
Submit work orders to Campus Facilities as needed.
Work on special projects for the Director and perform additional duties as assigned.
Establish and maintain relationships with key campus service providers.
Coordinate responses to group requests, requirements, and concerns before arrival, during their stay, and upon departure.
Communicate with Airbnb guests through the app, respond to inquiries, and send check-in communications.
Assist with coordinating campus walkthroughs for external groups.
Assist the Director of Conference and Events as needed.
Serve as the client point person during on-campus events and conferences.
Respond to and resolve issues that arise during events.
Check campus spaces before groups arrive and promptly troubleshoot problems.