at Lewis University in Romeoville, Illinois, United States
Job Description
PAF/Position Details
Position Details
Position Title
Event Planning and Scheduling Assistant
Position Status
Full-Time
Position Summary Information
Job Description Summary
The Event Planning and Scheduling Assistant will report to the Executive Director of Meeting, Events and Conferences. This position will be responsible for scheduling and administrative duties within the department as well as provide event support and scheduling assistance.
Responsibilities
Responsible to model the University Mission through dedicated job performance, service excellence to constituencies, respectful collaboration, and active support of the University's Mission in Catholic and Lasallian higher education.
-Responsible for workflow activity and event-coordination support including ordering supplies for office, signage for events on campus, scheduling meetings with on-campus partners
- Assist with event planning and coordination as needed for internal and external constituents, including coordinating support services from other university departments and assisting them as needed; communicating; even room setup, rearranging, and take down as necessary; and problem-solving to ensure a high-qualify even experience for all constituents.
-Assist with onsite (at venue) oversight of events including but not limited to greeting attendees and clients, ensuring operations are running as planned before, during, and after the event. Events may include some nights, weekends, and overnight travel with accommodations.
-Work with external vendors, as needed, for equipment and rentals (i.e., entertainment, lighting, decor, transportation, audio-visual equipment, etc.)
-Maintain an event record-keeping system to track annual University events and returning external clients in an effort to establish continuity.
-Prepare contracts and invoices for external groups and track receipt of those invoices, Monitor, review, and provide proper accounting for all expense payments. Track income and expense by event for all significant events. Assist Executive Director with preparation and monitoring of annual budgets and forecasts.
-Work cooperatively with all university departments and campus partners to provide necessary support for internal events and conference guests.
-Assist with the management and maintenance of the University-wide scheduling system. This includes confirming each room has an updated photo, correct capacity, and detailed resources recorded in the scheduling system (25-Live)
-Provide scheduling assistance when coverage is needed.
-Assist with supervising the Graduate Assistant and Conference Assistants, including assigning and approving work duties and functions.
-Percentage of time spent doing work in the office versus in the field at the venue will vary by week and by season, but it is anticipated that time in the office will be less than 50% overall.
-Other duties as assigned
Minimum Qualifications
Strong interpersonal and communication skills required. Ability to work effectively with a wide range of constituencies. Knowledge and understanding of meeting and event planning principles, requirements, procedures and available resources. Strong customer service skills. Exceptional time management and organizational skills. Approachable, cooperative with good problem-solving skills. Ability to work both independently and as part of a team.
Preferred Qualifications
Experience in event planning, hospitality management or related field preferred.
Essential Duties
Work hours
Full-time; events may include some nights, weekends, and overnight travel with accommodations.
Posting Detail Information
Posting Number
S01409
Posting Date
Closing Date
Open Until Filled
No
Special Instructions Summary
We invite applications from individuals that embody a commitment to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status and other protected status as required by applicable law. We are fully dedicated to providing opportunities for development of the whole person. To demonstrate this commitment, Lewis University wishes to build a culturally diverse workforce which strongly encourages applications from women, underrepresented populations, individuals with disabilities and veterans.
