Event Services Specialist

International House at UC Berkeley•Berkeley, CA

7d•$33 - $35•Onsite

About The Position

International House Berkeley, affectionately known as I-House, is a vibrant and diverse residential community dedicated to fostering intercultural understanding and global leadership. Located on the University of California, Berkeley campus, I-House provides a unique living and learning environment for students, scholars, and researchers from around the world. Our mission is to promote a more peaceful and just world by fostering intercultural respect and understanding and leadership skills. Since our founding in 1930, I-House has been a welcoming home to thousands of residents from over 100 countries. We offer a rich array of cultural, educational, and social programs that encourage mutual respect, intellectual exchange, and lifelong friendships. At I-House, we believe that by living and learning together, we can build bridges across cultures and create a global community that celebrates diversity and inclusion. 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.