Hospitality Coordinator

SPALDING UNIVERSITY•Louisville, KY

1d•Onsite

About The Position

The Hospitality Coordinator plays a vital role in enhancing Spalding University's relationships with external partners, community organizations, and key stakeholders through exceptional event coordination and hospitality management. Reporting directly to the Vice President of Advancement, this position serves as the primary liaison for external groups partnering with the university while orchestrating high-profile events that advance the institution's mission and strategic objectives. Additionally, this position supports hospitality occasions initiated by Advancement, the President’s Office, and the Board of Trustees. This is a part-time position for 25 hours per week without benefits.

Requirements

Bachelor's degree in hospitality management, communications, business administration, or related field preferred
Minimum 3-5 years of experience in event planning, hospitality, or project management required
Experience working with nonprofit organizations, educational institutions, or advancement operations preferred
Exceptional interpersonal and communication skills with ability to interact professionally with diverse audiences
Strong organizational and project management capabilities with proven ability to manage multiple priorities
Proficiency in event planning software, Microsoft Office Suite, and database management systems
Budget management experience with attention to fiscal responsibility
Outstanding customer service orientation with commitment to excellence
Professional demeanor and polished presentation skills
Flexibility and adaptability in fast-paced, dynamic environment
Strong problem-solving abilities and creative thinking skills
Discretion and ability to handle confidential information appropriately
Collaborative mindset with ability to work effectively across departments
Regular or daily contact with administration, faculty, staff, and students.
Regular contact with the general public.
Must have an appreciation and respect for diverse populations.

Responsibilities

Serve as primary point of contact for external organizations and community groups partnering with Spalding University
Coordinate logistics for collaborative events hosted on campus, ensuring seamless execution and positive partner experiences
Develop and maintain strong relationships with community leaders, partner organizations, and external stakeholders
Facilitate communication between external partners and internal university departments
Plan, coordinate, and execute presidential events, advancement functions, and Board of Trustees meetings
Manage all aspects of event logistics including venue selection, catering, audiovisual requirements, and guest coordination
Oversee event budgets and vendor relationships to ensure cost-effective and high-quality outcomes
Coordinate special ceremonies, donor recognition events, and institutional celebrations
Ensuring events align with university branding standards and protocol requirements
Lead cross-functional project teams to deliver complex events and initiatives on time and within budget
Develop detailed project timelines, resource allocation plans, and contingency strategies
Track project progress and communicate updates to stakeholders and senior leadership
Manage multiple concurrent projects while maintaining attention to detail and quality standards
Provide exceptional hospitality services to Board of Trustees members, major donors, and VIP guests
Coordinate travel arrangements, accommodations, and special requests for high-level visitors
Maintain confidentiality and demonstrate diplomacy in all interactions with sensitive stakeholders
Supporting the VP of Advancement in cultivation and stewardship activities