Event Coordinator (77706)

IONA UNIVERSITY • City of New Rochelle, NY

1d • $19 - $21

About The Position

The Event Coordinator is responsible for planning, coordinating, and executing small to mid-size conferences, programs, and events for the Office of Conference Services (OCS). This role serves as a primary point of contact for clients and campus partners and provides operational, logistical, and administrative support to ensure high-quality event delivery. The ideal candidate is highly organized, customer-focused, and capable of managing multiple events simultaneously in a fast-paced, deadline-driven environment.

Requirements

• Bachelor’s degree in Event Management, Hospitality, Communications, Business Administration, or a related field preferred, but not required
• Minimum of two (2) years of experience in event coordination, conference services, hospitality, or a related field
• Experience managing multiple events simultaneously and coordinating logistics
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and event scheduling software (25Live or similar)
• Knowledge of basic budgeting, invoicing, and expense tracking
• Strong organizational and project management skills
• Excellent written, verbal, and interpersonal communication abilities
• High level of customer service and professionalism
• Ability to prioritize tasks, meet deadlines, and adapt to changing priorities
• Attention to detail with strong follow-through
• Ability to work independently and collaboratively across departments
• Comfort with data tracking, reporting, and administrative systems
• Flexibility to work evenings and weekends as required by event schedules

Responsibilities

• Coordinate the planning and execution of conferences, programs, athletic events, and special events from inquiry through completion
• Serve as a contact for event inquiries, clients, vendors, and campus partners
• Manage event timelines, logistics, and on-site coordination to ensure seamless execution
• Reserve and manage campus spaces and resources using the University’s master scheduling system (25Live)
• Prepare and track contracts, proposals, invoices, deposits, and internal documentation
• Manage and process payments, and assist with financial reporting
• Coordinate event set-ups, catering, audiovisual needs, staffing and all other resources in collaboration with Dining Services and other campus departments
• Maintain accurate event records, client files, correspondence, and post-event communications
• Track attendance and event performance metrics; prepare summary reports as needed
• Provide site tours and consultations to prospective clients and campus partners
• Coordinate event promotion timelines and collaborate with Communications and Marketing to ensure consistent branding and messaging
• Maintain and update OCS website content and social media platforms related to events
• Assist in the training, scheduling, and supervision of seasonal and student event staff
• Record and distribute meeting minutes for interdepartmental meetings
• Support summer conference operations, including housing reservations
• Maintain internal event calendars for New Rochelle and Bronxville campuses
• Provide administrative support for manager expenses, reporting, and special projects
• Ensure compliance with University policies, safety procedures, and service standards
• Perform other duties as assigned by the Manager of Conference Services

Benefits

• Iona offers a comprehensive benefits package to all full-time employees that includes medical, dental, and vision insurance; flexible spending accounts; retirement plans; life insurance; short and long-term disability; employee assistance program (EAP); tuition remission; and generous time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level