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Assistant Director of Conference and Event Services

Employer
Adelphi University
Location
New York, United States
Salary
Salary Not specified
Posted Date
Dec 23, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Conference & Special Event Administration
Employment Level
Administrative
Employment Type
Full Time
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Assistant Director of Conference and Event Services

Auxiliary & Event Services

JOB SUMMARY:

The position is responsible for the administration and coordination in planning and scheduling of conferences, workshops, meetings, summer camps and related functions. The main objective is to generate revenue from these and other potential income generating sources.

The ideal candidate will display a passion for the events industry and have a strong background in sales, event delivery, logistics and customer service.

REPORTS TO: Executive Director, Auxiliary and Event Services

RESPONSIBILITIES & DUTIES:
  1. Provide leadership and administration of a visionary conference service program.
  2. Ensure that events we are considering hosting on campus comply with our Momentum 2 goals.
  3. Follow the strategies of the departments Sales Action Plan.
  4. Responsible for overseeing the planning of all contracted events; including sales, screening of clients, negotiation of contracts and operational preparations.
  5. Respond to sales inquiries within 24 hours.
  6. Responsible for generating business through networking, collaborations and community involvement.
  7. Manage all components of the Event Sales aspect of the operation including, execution of contracts, certificate of insurance, deposits, final invoice payments, room sets, audio visual needs and catering coordination.
  8. Serve as the conference liaison with other university departments.
  9. Manage the Conferencing social media account; provide active posts and pictures.
  10. Forecast revenue and recommend summer rates based on market analysis.
  11. Provide monthly reporting on all sales related activity.
  12. Process final invoices within three business days of close of event.
  13. Supervise event planning and delivery with overall responsibility.
  14. Must collaborate closely with the Event Services team to ensure all aspects of the “booking” set up and servicing are communicated properly.
  15. Provide detailed group information at the weekly operations meeting; ensuring all campus departments are properly informed of event details.
  16. Coordinate advertising and marketing efforts with the university communications department.
  17. Make sure all web pages internally or with third party such as Unique Venues are regularly updated with appropriate information.
  18. Act as Manager on duty for the department when Executive Director or Associate Director is not present.
  19. Input all sales information and communications into Salesforce.
  20. Responsible for training of any personnel utilized in the sales area.
  21. Assist in Event Servicing and management of internal and external groups as requested or needed.
  22. During summer periods assist Event Services with room assignments, group check in and out of residential housing and acting as event contact for overnight groups. Take lead on event detail coordination.
  23. Provide excellent customer service in all areas of event booking and planning.
  24. Maintain a safe environment for guests, campers, employees and students.
  25. Perform other job related duties as assigned.

REQUIREMENTS: (Knowledge, skills and abilities)
  1. Ability to communicate effectively - orally, by phone, in person, and in writing.
  2. Ability to identify priorities and manage complex tasks simultaneously.
  3. Ability to establish and maintain effective communications with coworkers, administrators, students, clients, vendors and guest to the university.
  4. Ability to present conference sales and operational activity to campus leadership as needed.
  5. Knowledge and ability to plan and coordinate the logistics of complex events.
  6. Full working knowledge of Salesforce, Excel, Word and PowerPoint.
  7. Demonstrated knowledge, skills, abilities in marketing including the ability to develop and implement a marketing plan, identify potential clients and develop sales material.
  8. Must be proficient in managing social media accounts.
  9. Must have experience in a position that required customer service and interpersonal skills dealing with difficult people and high stress, complicated situations.

Physical requirements:
  1. Sitting, walking and standing for long periods.
  2. Must be able to work nights and weekends as needed and directed.
  3. Ability to travel and meet clients at various campus locations
  4. Able to reach, bend, pull, push and lift up to 50lbs. when necessary.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:
  1. Bachelor's degree required.
  2. Minimum of three years of sales experience in the conference and events industry, preferably in a university setting.
  3. Experience with Salesforce is highly desirable.

POSITION(S) SUPERVISED:
  1. None at this time.
  2. Increase of Sales Event staffing levels will be based on the increase of revenue and/or services provided by the department.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.


To apply, visit https://phf.tbe.taleo.net/phf02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2680

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