Events & Hospitality Administrator

The Vineyard Church • Urbana, IL

4d • $42,000 - $44,000 • Onsite

About The Position

The Events & Hospitality Administrator plays a crucial role in ensuring a welcoming and well-organized environment for guests, staff, and attendees at various events and services. This position involves direct customer service, logistical coordination, and administrative support across multiple areas including hospitality, event planning, conference administration, front desk management, and general administrative tasks. The goal is to create a positive and supportive atmosphere for all who interact with the organization.

Requirements

• Customer service skills
• Hospitality skills
• Organizational skills
• Event coordination experience
• Administrative support experience
• Ability to manage building rentals
• Experience with contract and payment coordination
• Ability to coordinate with various staff and external partners (e.g., funeral homes, finance office)
• Experience with calendar management
• Conference administration experience
• Front desk management skills
• Communication skills (managing calls, emails, inquiries)
• Ability to maintain organized records and systems
• Flexibility to adapt to shifting priorities

Nice To Haves

• Experience in a church or ministry environment
• Volunteer recruitment and scheduling experience
• Kitchen crew coordination experience
• Experience with registration form creation
• Tech coordination for meetings

Responsibilities

• Assist in creating and managing an inviting environment through personal interactions, customer service, and welcoming spaces.
• Support hospitality for guests, speakers, ministry partners, and visitors, ensuring they feel cared for and well supported.
• Assist the Weekend Experience Team with weekend services.
• Assist in atmosphere and efforts in the commons, cafe, main auditorium, and surrounding areas.
• Coordinate decorating efforts for major holidays.
• Manage, in conjunction with the Cafe Manager, the Volunteer Lounge for Sunday services.
• Organize and execute Transformation Tuesday logistics, including hospitality, volunteer recruitment and scheduling, room setups, check-in, registration form creation, IT coordination for check-in setup, and kitchen crew management.
• Coordinate the execution and scheduling of external events, including managing building rentals from inquiry to completion, providing pricing and facility information, conducting tours, and coordinating contracts and payments.
• Partner with the Operations/Care Pastor to arrange funeral details (date, time, location, attendees), coordinate with staff (production, sound, facilities), and assist as needed with funeral home directors.
• Partner with the Operations/Care Pastor for weddings, confirming details with the couple, handling contracts and payments, and assisting as needed.
• Coordinate church and event calendars, working closely with the Communications Team.
• Help coordinate and attend internal events as needed, ensuring support during the actual event.
• Co-labor with conference director(s) and the conference administration team in planning and executing local, regional, and national conferences.
• Assist with conference preparation, including hospitality planning, room setup, decor, signage, registration materials, and other logistical needs.
• Be available throughout the conference to support operational and logistical needs, including registration, hospitality, attendee support, and problem-solving.
• Help create a welcoming and organized environment for conference directors, speakers, volunteers, and guests.
• Assist with conference tear-down, resetting church spaces, inventory, and post-event wrap-up.
• Manage incoming calls, emails, and visitor inquiries, directing people to the appropriate staff member or ministry.
• Welcome guests and create a friendly, helpful first impression.
• Maintain an organized and welcoming front desk area, including receiving deliveries and assisting with general office needs.
• Support pastors and staff with on-call resources and front desk operations.
• Provide administrative support to pastors, staff, and ministry leaders as needed.
• Assist in preparing for internal meetings, including room setup, meeting materials, decor, tech coordination, and food ordering.
• Help maintain church records, organizational systems, and shared administrative resources.
• Support church-wide projects and operational needs, demonstrating flexibility as priorities shift.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed