Event and Conference Coordinator

Job Type:

Administrative Staff

Job Number:

00475

Location:

Westerville, OH

Division:

Philanthropy & Alumni Engagement

DESCRIPTION

Otterbein University is seeking a highly organized and client-focused Coordinator, Office of Events and Conferences to support event sales and the coordination of conferences and events across campus. This full-time, exempt staff position serves as a lead event planner and primary client relationship manager for a high-volume university events program. This position works 40 hours per week, 12 months per year.

The Coordinator manages assigned events from initial inquiry through execution and billing, leads logistics in collaboration with campus partners, and serves as the primary liaison for clients, conference groups, and internal stakeholders. The position supports marketing, sales, administration, and on-site execution for a wide range of university and external events.

RESPONSIBILITIES

Event Sales & Client Relations

• Prospect, solicit, negotiate, and close new and repeat event business.
• Serve as the primary point of contact for assigned clients from initial inquiry through post-event follow-up.
• Manage booking, quoting, contracting, and invoicing processes for assigned events.
• Deliver exceptional client service aligned with the university's mission and commitment to guest experience.
• Lead on-site tours for prospective and contracted clients, vendors, and community partners.
• Maintain strong relationships with clients, conference groups, and internal stakeholders.

Event Planning & Coordination

• Plan and manage logistical and administrative arrangements for conferences, meetings, performances, weddings, and special events.
• Coordinate event details including meeting spaces, room setups, dining needs, housing, police, and support services.
• Serve as the on-campus liaison for event leaders and participants before arrival and throughout their time on campus.
• Respond to client and participant needs with professionalism, flexibility, and a solution-oriented approach.
• Enforce applicable university policies, procedures, and facility guidelines.
• Assist with registration processes and other administrative functions as needed.

Venue & Campus Partner Management

• Own and manage assigned events within Cowan Hall, serving as the primary scheduling and planning contact.
• Partner directly with Theatre and other campus departments to coordinate logistics and venue needs, including a general working knowledge of technology in Cowan Hall.
• Ensure event spaces are prepared, appropriately configured, and aligned with client and program requirements.
• Balance academic, performance, and external event needs while maximizing the use of event venues.
• Support the production of major campus events throughout the year.

On-Site Execution & Student Staff Support

• Oversee the execution of assigned events, including setup, event flow, and teardown coordination.
• Provide on-site leadership for student event coordinators before, during, and after events.
• Coordinate scheduling of student staff and support supervision of student event coordinators.
• Assist with physical event preparation as needed, including moving tables, chairs, and materials.
• Help manage a shared email inbox for the Office of Events and Conferences.
• Oversee summer intern housing processes, communications, and execution.
• Manage multiple events simultaneously at various stages of planning and execution.
• Collaborate effectively across departments in a fast-paced, high-volume environment.
• Perform additional duties as assigned in support of the Office of Events and Conferences.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform the essential duties outlined above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience

• Bachelor's degree and/or three (3) years of experience in event management, supervision, or a related field.
• Outgoing individual able to interact with a wide variety of ages, who takes initiative, works hard, demonstrates flexibility, and maintains a positive sense of humor.
• Friendly, energetic, and able to learn quickly.
• Demonstrated ability to handle difficult situations with a high level of courtesy.
• Strong computer skills with the ability to multitask while maintaining attention to detail.
• Experience in customer service roles with demonstrated ability to work effectively with others.

Mission-Critical Competencies

• Communication Skills: Ability to present information, analysis, and ideas clearly and effectively in written and oral formats; ability to tailor communication to diverse audiences.
• Interpersonal Skills: Ability to build strong relationships, work through interpersonal conflict, and respect confidentiality.
• Agility: Ability to respond to pressing and changing demands and take calculated risks.
• Initiative: Ability to identify opportunities to improve and streamline work processes; think expansively and creatively.
• Accountability: Ability to take responsibility for individual and team goals and support the division's mission.
• Ethics: Demonstrates behavior aligned with laws, policies, procedures, and university values.

Additional Skills

• Excellent written and verbal communication skills.
• Ability to analyze budgets and work with invoices and multiple variables for internal and external clients.
• Strong technical ability with computers and databases; experience with audio/visual equipment configuration, use, and setup preferred.
• Excellent organizational and interpersonal skills, attention to detail, and a goal-oriented work ethic.

Physical Demands

• Ability to travel on and off campus and hold a valid Ohio driver's license, with the ability to pass the university driver's test.
• Ability to work evenings and weekends to support events and represent the university.
• Ability to spend prolonged periods on a computer and telephone.
• Ability to project voice and perform public speaking in both small and large group settings.
• Ability to work varying schedules due to the cyclical nature of the hospitality industry, including at least one evening per week.
• Frequent communication in person, by phone, and via conferencing equipment.
• Ability to remain stationary for long periods, traverse on and off campus, and transport, push, or pull up to 50 pounds.
• Ability to occasionally ascend and descend ladders.
• Ability to meet regular and predictable attendance standards.

Work Environment

Work is primarily performed in an office setting but may vary based on conditions at off-campus event locations.

ADDITIONAL INFORMATION

Otterbein offers a comprehensive benefits package including:
Tuition benefit to employee, spouse or domestic partner and dependents
Accrue 4 weeks of paid vacation
10 days paid sick time
12 paid holidays plus bonus days
Medical, dental and vision insurance to you, dependents or domestic partner
Life Insurance
Defined contribution retirement plan
and much more

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University's achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from all qualified candidates. Otterbein University is an EEO Employer.