Assistant Director of Conferences and Events

Assistant Director of Conferences and Events

Company:

Lewis & Clark College

Job Location:

Portland, 97219

Category:

Conference and Events Administration

Type:

Full-Time

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland's southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

PRIMARY PURPOSE

The Assistant Director is an essential member of the Conferences and Events team, overseeing the scheduling, coordination, and safe operation of events across the Lewis & Clark campus. This position ensures smooth logistics for internal college activities and manages external venue rentals - including academic and educational programs, corporate and non-profit events, weddings, performances, and other social, cultural, and community gatherings.

This role focuses on facilities operations, logistics, and risk management, coordinating closely with Campus Safety, Facilities trades, and institutional partners in support of both complex and routine events. The ideal candidate thrives in a dynamic environment, navigating competing priorities, communicating decisively under pressure, and building collaborative relationships to support events of all sizes. Within a coordinated team model, the Assistant Director manages a portfolio of Lewis & Clark and third-party clients, contributing to both operational delivery and revenue performance. Workload and priorities shift based on seasonal demand, requiring the ability to manage high-volume activity while contributing flexibly across events, lodging, and client services.

The Assistant Director also plays a key role in business development, supporting the relaunch of Fir Acres Estate Gardens as a premier event venue. Fir Acres Estate Gardens is a signature outdoor venue that hosts fundraisers, performances, weddings, and represents a growing opportunity for external engagement and revenue generation.

This position contributes to the College's operational and financial goals by supporting efficient service delivery and revenue-generating activities while maintaining strong service and operational standards. This role does not include commission-based incentives; revenue generation is part of broader operational responsibilities. Success is measured through consistent service delivery, sound judgment, and the ability to support both operational and financial goals over time.

Operating within established institutional policies and Facilities governance, this role does not independently authorize exceptions to life-safety, fire protection, or access control requirements, and instead follows defined escalation and approval processes. Success in this role requires sound judgment, adaptability, and discretion, along with the ability to navigate complex situations with professionalism and genuine care.

ESSENTIAL DUTIES

Event Planning and Coordination

• Oversee venue scheduling and space utilization, coordinating the booking of events and event support services in EMS Campus to balance academic priorities, institutional needs, and external use.
• Guide faculty, staff, and student planners through the full event planning process - including scheduling, resource coordination, logistics, safety, accessibility, and post-event wrap-up - ensuring they understand their responsibilities at each stage.
• Manage and respond to high volumes of event and space inquiries, delivering timely, accurate, and professional communication to internal and external stakeholders.
• Develop event diagrams, timelines, and operational plans.
• Work in close coordination with AV and Facilities teams to align event needs with infrastructure, staffing, and operational constraints.
• Serve as a central coordination point for event operations, aligning support services across AV, custodial, catering, Campus Safety, IT, Facilities trades, and external vendors.
• Ensure consistent application of safety guidelines, ADA requirements, and institutional event policies prior to and during event execution.
• Serve as on-site operations lead for diverse events such as campus ceremonies, academic symposia, weddings, memorials, sports events, and photo shoots.
• Resolve logistical challenges to ensure seamless event execution.

Risk Management and Compliance

• Assess event-specific risks and proactively apply and enforce safety, legal, and institutional policies in coordination with appropriate campus partners.
• Manage contracts, permits, insurance certificates (COIs), and vendor agreements, ensuring compliance with College requirements and risk standards.

Venue Rentals and Client Relationship Management

• Own and manage a defined portfolio of external clients and day-use event activity, balancing client service, operational feasibility, and revenue goals-particularly during peak summer periods.
• Serve as a primary point of contact for external clients, guiding them through venue options, requirements, and operational considerations.
• Conduct site tours, develop proposals, and prepare agreements in coordination with department leadership.
• Coordinate logistics for external rentals, including weddings, memorial services, corporate/non-profit events, photo shoots, and other third-party uses of campus facilities.
• Ensure external events align with College policies, operational capacity, and risk management requirements.
• Research and maintain a competitive landscape of comparable venues, including pricing, offerings, and market positioning.
• Develop and recommend pricing strategies based on market data, demand patterns, and operational considerations.
• Create and maintain sales materials and client-facing assets (e.g., pricing sheets, service packages, and venue information).
• Track and maintain event and revenue data to support quarterly projections, annual forecasting, and reporting to College leadership.
• Contribute to revenue forecasting and performance analysis for external events and venue rentals.
• Support marketing and outreach efforts for campus venues, including maintaining accurate information and contributing to promotional materials.
• Maintain accurate event and financial records to support billing coordination, reporting, and long-term planning.

Student Staff Supervision

• Train, mentor, and help direct student employees.
• Provide day-to-day guidance to a small team of student staff.
• Support student staff in developing professional skills such as communication, problem-solving, teamwork, and accountability through hands-on event operations.

Operations and Process Improvement

• Maintain and continuously refine documentation, standard operating procedures (SOPs), and inventory to support consistent and effective event and lodging operations.
• Collaborate closely with peer leaders in Facilities Services to ensure seamless coordination across all programs and operational areas.
• Support operational continuity during high-demand periods, including summer programs and concurrent event activity, by coordinating resources, staffing, and response to emerging needs.
• Lead on-site operations for high-profile events and provide operational support for summer lodging programs as needed, in coordination with the Camp and Conference Guest Services Manager and student staff teams.
• Cross-train with team members to ensure coverage and continuity across event and lodging operations.
• Adapt to evolving systems and workflows, including implementation of tools such as ticketing or request management systems.
• Implement continuous process improvements to enhance efficiency and service quality.

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS

Operational/Technical

• Ability to manage complex event logistics and risk considerations with sound judgment in a fast-paced environment.
• Regularly uses technology tools such as EMS Campus, Smartsheet, Asana, Google Workspace, CRM systems, and event diagramming software to manage scheduling, communication, and event operations; demonstrating the ability to quickly learn and adapt to new systems.
• Ability to define goals, prioritize competing work, and track progress toward operational and revenue outcomes.
• Strong contract negotiation and vendor management skills.
• Ability to improve workflows, implement systems, and manage work through structured tools such as ticketing and project management platforms to support efficiency and service delivery.

Interpersonal/People Skills

• Excellent verbal and written communication skills.
• Demonstrates a commitment to exceptional customer service by providing responsive, consistent, and courteous communication, while effectively balancing institutional priorities with client needs.
• Ability to foster collaboration, build trust, and work effectively with student staff, colleagues, and external partners.
• Approaches challenges and colleagues with an open mind, seeking to understand different perspectives before forming conclusions.
• Demonstrates reliability and follow-through as a contributing member of a small, interdependent team.
• Emotional intelligence and professional resilience when working with diverse clients, high-pressure environments, and shifting expectations.
• Strong interpersonal awareness, with the ability to read context and tailor communication to different audiences.
• Demonstrates the ability to interpret and navigate complex stakeholder dynamics, including differing priorities, institutional context, and unspoken expectations, and translate them into clear, actionable direction for event execution.

Adaptive/Growth

• Ability to exercise sound judgment and navigate complex or ambiguous situations involving competing priorities and stakeholders.
• Comfort working under pressure and adapting to rapidly changing situations.
• Curiosity and openness to new ideas, approaches, and perspectives, including emerging technologies such as AI.
• Commitment to inclusivity and sustainability in event operations.

REQUIRED EDUCATION / EXPERIENCE

• Bachelor's degree; at least three (3) years of experience in event operations, hospitality, facilities services, or a related field.
• Demonstrated experience working in complex, fast-paced environments with multiple stakeholders, competing priorities, and high service expectations.
• Ability to operate effectively in environments with evolving processes, limited structure, and a high degree of autonomy.

PREFERRED EDUCATION / EXPERIENCE

• Bachelor's degree in a relevant field, such as Marketing, Communications, or Hospitality Management.
• Proven experience coordinating event logistics and vendor relations.
• Experience working in sales, project coordination, or conference planning within a higher education or large organizational setting.
• Previous experience leading and managing teams, particularly in a hospitality or event coordination capacity.
• CMP, CSEP, or CCEP certification.
• Familiarity with ADA requirements and Fire Marshal regulations in event planning.
• Experience using AI tools or process improvement methodologies to enhance operational efficiency.

WORK SCHEDULE

• This is a full-time exempt role.
• Work is in-person in a shared office located on the Undergraduate Campus.
• Schedule: The standard schedule is primarily weekdays; however, flexibility is required to support live event operations and time-sensitive client needs. Workload fluctuates seasonally, with periods of high activity requiring extended availability beyond standard business hours.
• Evening, weekend, and occasional holiday hours are expected during peak event periods, particularly in the summer.

PAY RATE

• Benefit Eligible: Yes
• FLSA Status: Exempt
• Salary: $54,500 annually. Compensation for this position is fixed based on institutional guidelines.
• Comprehensive benefits package including health insurance, retirement contributions, and tuition remission.

PHYSICAL REQUIREMENTS

• Open office environment with a combination of desk work and site management at event locations.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to communicate effectively via phone, email, online meetings, and in person.
• Must be comfortable managing front-of-house and back-of-house operations during events, including crowd management, vendor oversight, and performing on-the-ground problem-solving during live events.
• Must be able to quickly walk between campus venues, go up and down stairs, bend, kneel, move equipment, and lift up to 35 lbs.

Directions for Cover Letter

Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus.