Job Description

Event Coordinator Assistant

Under minimal supervision, assist the Director of Facilities Rentals in creating a positive experience for those who use the SUNY Old Westbury facilities for campus events. The Event Coordinator Assistant collaborates with college departments/clients on all aspects of their event including assisting with event set-up; coordination and scheduling; prep meetings with organizations; preparation and maintenance of event documents; and other duties as assigned. This is a full-time position with flexible hours that will include nights, weekends and holidays. The scheduled work days and hours will change from week to week governed by the needs of the business.

Responsibilities include but are not limited to:

• Gather information about the Client's (internal and external) objectives.
• Liaison between the Client (internal and external) and food services.
• Create schedules of all activities for staff to follow during events.
• For External Events: Communicate with vendors and suppliers before, during, and after the event; be present and visible during each event making direct contact with each event's organizer.
• Collaborate with appropriate internal departments to ensure necessary audio/visual support is in place.
• Handle problems that arise to ensure a successful event.
• Assist in the preparation of permits and other documents, filing, and the accurate collection of outstanding fees/documents related to the event.
• Collaborate with food services, cleaning crews, and other workers who will set up, work during, and clean up after the event.
• Ensure that events comply with insurance, health, and safety standards.
• Attend permit committee meetings, organize and distribute meeting minutes in a timely manner.
• Other duties as assigned.

Minimum Qualifications:

Associate's degree (foreign equivalent or higher) from an accredited institution, or an equivalent combination of experience such as:

• Two (2) years of full-time experience in business or event/catering planning and execution; and/or one year of college credits and one (1) year of full-time experience in business or event/catering planning and execution.
• Exceptional oral and written communication skills for dealing with clients, vendors and staff.
• Strong customer service skills and listening skills.
• Cultural competence and ability to communicate effectively with diverse constituencies.
• Strong organizational and planning skills to coordinate the actions of multiple parties.
• Ability to work independently and as part of a team.
• Creative thinking skills to assist in event design and logistics.
• Multitasking ability necessary to move from one task to another at a fast pace.
• Computer skills for using events management software, word processors, spreadsheets, and e-mail.
• Proficiency with Microsoft Office applications. Ability to maintain accurate and concise information in applicable systems.
• Good networking skills to build relationships with vendors and suppliers and attract new customers.
• Must be a self-starter.
• Must be able to carry at least 50 pounds.
• Must be able to work a flexible schedule including nights, weekends, holidays and alternating shifts depending on the needs of the business.
• Ability to maintain a high level of confidentiality.

Preferred Qualifications:

• Bachelor's degree (foreign equivalent or higher) from an accredited institution in public relations, communications or hospitality management or related degree.
• Familiarity with operating various audio/visual technology.
• Knowledge of risk management to identify potential legal liabilities and take steps to mitigate them.
• Certification in event planning.

Must apply online at

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