Events & Hospitality Administrator

The Vineyard Church•Urbana, IL

About The Position

This role supports hospitality for guests, speakers, ministry partners, and visitors, helping to create a welcoming environment and ensuring they feel cared for and well supported. It involves assisting the Weekend Experience Team with weekend services, managing atmosphere and efforts in various areas, and coordinating decorating efforts for major holidays. The position also manages the Volunteer Lounge for Sunday services in conjunction with the Cafe Manager. Additionally, it organizes and executes Transformation Tuesday logistics, including hospitality, volunteer recruitment and scheduling, room setups, check-in, and kitchen crew coordination. The role also handles event coordination for external events, funerals, weddings, and internal events, as well as conference administration and front desk management. General administrative support for pastors, staff, and ministry leaders is also a key function.

Requirements

Customer service skills
Organizational skills
Ability to recruit and schedule volunteers
Ability to coordinate logistics
Ability to manage contracts and payments
Ability to coordinate with staff
Ability to manage event calendars
Ability to prepare for meetings
Ability to maintain records and organizational systems

Nice To Haves

Experience in hospitality
Experience in event planning
Experience in administration

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.
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 and volunteer team recruitment and scheduling, Room set ups and needs, Check-in, Create registration form, Recruit and schedule volunteers for TT Check-In, Work with IT on TT check-In setup, Kitchen crews, Recruit and schedule volunteers for prep, food service, and clean up.
Coordinate the execution and scheduling of Urbana events, including both internal & external.
Manage building rentals from inquiry to completion.
Provide pricing, facility information, and tours.
Coordinate contracts and payments with the Finance Office and the lessee.
Assist with event coordination and attend as needed (e.g., external rentals).
Partner with the Operations/Care Pastor for serving people when funerals arise.
Help to arrange funeral details (date, time, location, attendees).
Coordinate with staff (production, sound, facilities).
Work closely with the Operations/Care Pastor and the funeral home director, assist as needed.
Partner with the Operations/Care Pastor for serving people when weddings arise.
Confirm wedding date and time with the couple + any important details.
Handle the contract and payment for the wedding and the officiant.
Assist at the wedding as needed.
Coordinate church and event calendars, working closely with the Communications Team.
Help coordinate & attend events as needed.
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 prior to the event.
Be available throughout the conference to support conference director(s) and the administration team with operational and logistical needs, including registration, hospitality, attendee support, and problem-solving as needs arise.
Help create a welcoming and organized environment so conference directors, speakers, volunteers, and guests are well supported.
Assist with conference tear-down, resetting church spaces, inventory, and post-event wrap-up after the conference concludes.
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 for everyone who enters the church.
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 (e.g., Urbana Staff Meetings, All Staff Meetings, Pastors Meetings, Department Leads Meetings, and Executive Team Meetings) as needed, including: Room setup, Meeting materials, Decor, Tech coordination, Food ordering.
Help maintain church records, organizational systems, and shared administrative resources.
Support church-wide projects and operational needs, demonstrating flexibility as priorities shift.