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Conference and Events Coordinator

2 weeks ago

Providence, Rhode Island, United States Rhode Island School of Design Full time $45,000 - $65,000 per year

JOB SUMMARY (OVERVIEW) 
Responsible for coordinating, organizing, and executing conference events for a premier art and design school as directed by the General Manager, Conferences and Catering, as well as performing routine daily administrative tasks. Responsible for providing exceptional hospitality to guests and establishing and maintaining relationships with key campus service providers.

ESSENTIAL FUNCTIONS/DUTIES:

Administrative

  • Perform routine office tasks related to fulfillment of departmental objectives including taking phone calls, responding to email, creating file folders for events, creating invoices, interdepartmental billing, and processing payment.

  • Effectively and efficiently handle guest and campus inquiries through phone and email communication. Such communication shall include, but not be limited to, responding to initial requests for information, providing price quotes, and assisting in preparing contracts.

  • Responsible for creation of residential cards by printing cards, labels and information packets for summer residential groups.  

  • Maintain events and approvals within the master calendar scheduling system, 25Live and shared calendars for events. 

  • Submit work orders to Campus Facilities as needed.

  • Work on special projects for the Director.

Guest and Group Relations

  • Establish and maintain relationships with key campus service providers. 

  • Work with group to ensure all group requests/requirements and concerns are responded to in a timely, effective manner throughout prior to arrival, throughout their stay, and upon departure. 

  • Communicate with Airbnb guests via app, fielding inquiries, and sending regular communication for guests check in.

  • Assist with the coordination of walk throughs of campus with external groups.  

  • Assist the Director of Conference and Events as needed.

On Site Support

  • Serve as point person for client during on campus events and conferences. 

  • Responds to and resolves issues that arise throughout the course of the event. 

  • Check campus spaces prior to group's arrival. Problem solve glitches in a timely fashion. 

ADDITIONAL FUNCTIONS/DUTIES:

  • Perform additional duties and work on special projects as assigned by supervisor.

JOB QUALIFICATIONS/SPECIFICATIONS 
KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:
Associate's degree required and at least three years in event planning/conference management, and/or related food service industry experience, preferably in a college university setting, or equivalent combination of education and experience.  Must be able to communicate effectively in both oral and written formats with faculty, staff, students and a discriminating external clientele. Must be sufficiently experienced in logistics and service and use independent judgment regularly. Strong organizational skills and demonstrated ability to coordinate multiple and diverse tasks simultaneously. Proficiency in using computers, Microsoft Suite software (Word, Excel, etc.) and electronic calendar management programs. Must possess a valid Rhode Island driver's license. Prior experience using event scheduling software such as 25 Live is preferred.

Union

No

Work Schedule

Specific work hours and scheduling details will be discussed during the interview.

Employment Status

12 Month; Temporary, Full-Time, Exempt

Grade

820NE

Documents Needed to Apply

Resume (required)

Cover Letter (optional)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

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Events Planning