Event Coordinator

Aston Carter•Cincinnati, OH

3d•$19 - $19•Onsite

About The Position

The Meeting Services Support Associate ensures that meeting rooms and special event venues are professionally prepared, fully functional, and equipped to meet the needs of meeting organizers and attendees. This role combines hands-on event and banquet-style room setup with basic audiovisual (AV) support, asset tracking, and customer service. The associate uses mobile technology to document room conditions and equipment, supports daily operations across a multi-building campus, and contributes to a smooth, high-quality meeting experience in a fast-paced environment.

Requirements

High school diploma or state equivalent required.
Prefer 2 years of experience in banquet setup, AV support, or meeting room setup and support.
Strong customer service skills with the ability to interact professionally with a variety of stakeholders.
Ability to communicate effectively in both oral and written form, including clear reporting of issues and status updates.
Team-oriented mindset with the ability to collaborate and support colleagues in a shared workload environment.
Demonstrated ability to work hard and manage physical tasks such as moving and arranging furniture and equipment.
Familiarity with computer equipment and Microsoft Office applications.
Ability to move and lift up to 50 pounds and safely set up and tear down folding tables and chairs for large meetings.
Ability to frequently walk around multiple buildings and use stairs as part of daily duties.
Comfort working in a fast-paced environment while maintaining attention to detail and meeting deadlines.

Nice To Haves

AV training or certification preferred.
Experience in banquet-style event setup, meeting services, or AV support environments.
Background or exposure to event planning or meeting coordination is beneficial.
Experience with data entry and maintaining databases or inventories.
Proficiency with Microsoft Office applications for basic documentation and communication.
Strong interpersonal skills and the ability to build positive working relationships.
Detail-oriented approach, ensuring room setups and equipment placements meet specified requirements and quality standards.
Ability to remain organized and efficient while handling multiple room setups and tasks in a single day.

Responsibilities

Execute daily and weekly inspections of meeting rooms to verify cleanliness, readiness, and proper setup, documenting inspection results using a mobile device.
Use a phone-based application with QR codes to record and update information about what equipment and furnishings are present in each room.
Print and post daily meeting room schedules in a timely and accurate manner to ensure attendees and organizers can easily locate their meetings.
Maintain and update the AV asset inventory database, including documenting equipment locations and ID numbers to ensure accurate tracking and availability.
Move, set up, arrange, and break down tables and chairs according to daily setup requirements for flexible seating meeting room spaces.
Transport and set up portable AV equipment across a campus of three buildings, ensuring correct placement and functionality for meetings and events.
Perform complete setup and tear down of special event venues, including tables, chairs, linens, skirting, AV equipment, and cabling.
Follow the direction of the supervisor and adhere to established procedures and standards for meeting and event setups.
Communicate clearly and professionally with team members and internal stakeholders to confirm requirements, resolve issues, and support successful events.
Comply with departmental policies and safe work practices, including proper lifting techniques and safe handling of equipment and furnishings.
Perform other related duties as assigned to support meeting services operations and special projects.