Event Coordinator Assistant

Phillips Exeter Academy•Exeter, NH

3d•Onsite

About The Position

Assists the Event Coordination Supervisor to provide campus wide event coordination and planning with scheduling, logistics, and on-site execution of assigned events. Serves as a liaison between Facilities Management and stakeholders to ensure event readiness and smooth operation.

Requirements

High School Diploma.
Valid driver’s license
Minimum of 1 year of experience in event coordination, planning and management.
Must be at least 21 years old.
Experience in an institutional or campus setting
Successfully complete a criminal background check (reviewed every 5 years).
Clean Driving record (reviewed annually), if applicable.
Ability to lift and transport up to 50 lbs. without assistance.

Nice To Haves

Experience working with adolescents in an educational setting is preferred.

Responsibilities

Assist Event Coordinator in scheduling various events, including all internal and external events.
Work directly with stakeholders with availability and event details to ensure a seamless experience.
Assist Event Coordination Supervisor with scheduling highly visible and in demand community spaces on campus.
Utilize available software to manage events and rentals.
For assigned events, act as the primary point of contact for coordinating Facilities Management’s operational support, coordination, and logistics execution for on campus events by internal departments and external entities.
For assigned events, provide excellent customer service, communicating directly and effectively with stakeholders, coordinating equipment, materials, outside vendors, and other resources in addition to labor needs to meet customer requests.
Attends events and meetings and ensures that the event runs smoothly – actively executing and checking setups, managing vendors and staff, providing audio visual assistance, and handling any difficulties as they occur to minimize disruptions.
For assigned events; oversee setup, execution, and breakdown.
Communicate event information with Facilities Management team, Campus Safety, Dining Services to ensure successful events.
Develop and maintain strong relationships with new and existing guests through community outreach efforts, networking, and follow-ups.
Assist in the campus wide moving of supplies, furniture, records, and/or entire departments.
Assist with providing general housekeeping to event/meeting spaces as needed.
Aid with setting up audio visual systems to support event.
Performs other duties as assigned.