Event Services Specialist

International House at UC Berkeley • Berkeley, CA

6d • Onsite

About The Position

Reporting to the Director of Event Services, the Events Services Specialist is a full-time position responsible for planning, coordinating, and executing events from initial inquiry and site visits through on-site event management and final wrap-up. This role serves as the primary point of contact for clients, vendors, and internal teams, ensuring each events runs smoothly, stays on budget, and meets client expectations. This role is ideal for a highly organized, customer-focused, and detail-oriented professional excited to manage a wide range of events in the fast-paced hospitality environment at I-House.

Requirements

• Minimum of two years of experience in event planning, hospitality, catering, or a related field.
• Positive, can-do attitude who is comfortable working independently and as a part of a team with a propensity for action and follow through
• Strong interpersonal, problem-solving, and customer service skills with the ability to communicate effectively with diverse clients, coworkers, and campus partners — including international students, scholars, and researchers.
• Strong organizational and multitasking skills while maintaining exceptional attention to detail.
• Strong negotiation and vendor management skills
• Prior experience supervising or mentoring student employees or volunteers
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Strong computer and typing skills, including proficiency in using software like Microsoft 365 products (Word, Excel, etc.), Adobe Acrobat, and other desktop applications.
• Proficiency with event scheduling or room booking software; experience with ReserveCloud (Infor) or similar platforms preferred.
• Ability to work a genuinely flexible schedule is essential to this role. No two weeks look the same.

Nice To Haves

• Bachelor’s degree in Hospitality Management, Event Planning/ Management, or a related field.
• Experience working with or within a multicultural or international community.
• Familiarity with UC Berkeley's campus, departments, culture, and administrative structures.
• Experience coordinating with external vendors and managing vendor relationships.

Responsibilities

• Respond promptly to client inquiries and create rental agreements
• Conduct site visits and walkthroughs to confirm logistics and identify potential issues before they arise
• Coordinate event logistics including venue set up, catering, AV/ technical needs and student staffing
• Develop and manage event timelines, summaries, floor plans, and run-of-show documents
• Ensure estimates are reviewed and approved by clients in a timely manner
• Serve as the on-site Event Manager for events, overseeing operations and resolving issues as they arise
• Manage on-site event execution, troubleshooting issues in real time
• Collect and analyze post-event feedback to improve future events
• Maintain events calendars and ensure no scheduling conflicts
• Ensure compliance with permits, insurance, and safety regulations
• Utilize web-based event and room booking software to place and manage event holds, monitor internal and external event calendars, track major campus events and scheduling impacts, and create and deploy digital signage for events.
• Maintain event inventory and ensure availability of equipment and supplies, including tables, chairs, and related materials.
• Organize storage areas and coordinate restocking of event supplies as needed.
• Create and manage student staff schedules ensuring room turnover schedules are timely and efficient
• Train student staff on where/how equipment is moved and set up in each space
• Assists Catering Manager with student training and support student catering staff and catering leads as needed
• Daily/Weekly oversight of student shifts for room transitions
• Works closely with internal departments to support and advance I-House events.
• Coordinate with the Production Manager to ensure all the production department understands the scope of internal events.
• Attend Catering Lead, Housekeeping and RIO Event team meetings.
• Contribute ideas and recommendations to improve departmental operations and client service.
• Other duties as assigned.

Benefits

• medical, dental, and vision coverage
• retirement contributions
• paid time off
• professional development support
• life insurance
• short- and long-term disability
• access to a Flexible Spending Account (FSA)
• commuter benefits
• an Employee Assistance Program (EAP)
• Eligible employees may participate in our 403(b)-retirement plan. I-House offers a 100% employer match on employee contributions up to 5% of eligible compensation and an additional employer non-elective contribution for eligible employees, in accordance with the terms of the plan.
• Accrue up to 18 days of paid vacation annually
• earn 14 paid holidays each year
• accrue paid sick time

What This Job Offers

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