The Assistant Director of Events and Hospitality Services, an exempt position, has the primary responsibility of ensuring the successful planning, execution, and evaluation of all internal and external conferences and events held on the College campus. The position is responsible for organizing and deploying campus resources according to protocol to ensure the College’s high standards of excellence are continually met. The position is also responsible for the administration and management of the College’s campus-wide scheduling system, as well as training new users on the system. The position reports to the Director of Events and Hospitality Services.
This position requires attending and on-site management of events which frequently occur at night or over the weekend.
Primary Duties and Responsibilities
• Works with internal and external clients and constituents to (a) identify facility and service needs; (b) interpret applicable campus policies and procedures; (c) develop plans to meet those needs; and (d) ensure proper use of all facilities by individuals and groups.
• Serves as chief liaison with audio/visual and IT team, Finance, Risk Management, Dining Services and Public Safety offices and works closely with the Facilities Operations management team to ensure appearance, cleanliness, and care of spaces/resources used for conferences and events.
• Serves as lead of logistics for major college events including Commencement, Board of Trustees, Reunion, Family Weekend, Homecoming, Orientation, Marquis Founders Dinner, Welcome Back Weeks, among other activities.
• Ensures preparation of facilities for incoming camps and conferences, including but not limited to coordinating clean residential facilities, linen packet distribution, keys boxes and access fobs, Wi-Fi credentials, meal cards, final guaranteed guest counts, and housing assignments.
• Coordinates with third-party vendors in support of College programs to deliver high production quality and ensure events are executed efficiently.
• Communicates and resolves problems effectively in a timely manner with event organizers and clients.
• Maintains the Event Management System·(EMS) for scheduling of all campus events and activities, support services, invoicing, and space management.
• Monitors compliance with College policies and government regulations consistent with templates and requirements established by General Counsel.
• Collects deposits, generates invoices, and submits cash transmittable as needed for internal and external client billing.
• Maintains department website.
• Performs other duties and special projects as assigned, and provides additional oversight in the absence of the Director.
QUALIFICATIONS, EXPERIENCE and EDUCATION REQUIREMENTS:
Required qualifications include bachelor’s degree and a minimum of three years of progressive experience in public events management (academic ceremonies, business or social meetings and events). The position requires the ability to work productively and professionally with colleagues who support the Events Office; particularly faculty, students, administration, and external clients. The position requires the ability to conceptualize and prioritize all objectives while exercising independent judgment based on a clear understanding of college organizational policies and activities. The position requires superior customer service and both written and verbal communication skills. Proficiency in Microsoft Office, EMS scheduling system, FAMIS, and other office equipment are highly desirable.
Preferred skills include the ability to create custom room diagrams in Auto CAD or Visio to provide to clients, Facilities Operations, Dining Services, and Public Safety, and previous experience in the functional administration of EMS room reservation system and web user interface.
Please provide a cover letter, resume, and contact information for three references. http://apply.interfolio.com/142613
Lafayette College is deeply committed to creating a diverse community, one that is inclusive and responsive, and is supportive of each and all of its faculty, students, and staff. All members of the College community share a responsibility for creating, maintaining, and developing a learning environment in which difference is valued, equity is sought, and inclusiveness is practiced. All Lafayette operations reflect the College’s commitment to Diversity, Equity, Access, and Inclusion (DEAI) initiatives, and Lafayette welcomes applicants from diverse backgrounds.