Assistant Director of Conference and Event Services

Job Description: Assistant Director of Conference and Event Services

Position Summary

The Associate Director of Conference and Event Services support the planning, coordination, and execution of campus events, conferences, and external rentals. This role contributes to delivering high-quality event experiences while ensuring alignment with institutional standards and operational priorities. The Associate Director works closely with internal and external campus partners and clients to facilitate successful events and provides day-to-day oversight of event operations.

In addition, this position supports the Executive Director in aspects of university property management related to conference housing, leased properties, and university-managed spaces, as well as select operational coordination for campus services, ensuring efficiency, strong customer service, and adherence to university policies.

Key Responsibilities

Event Planning & Coordination

• Coordinate logistics and execution for a wide range of campus events, including academic programs, summer conferences, and external rentals.
• Support the planning and implementation of signature institutional events such as commencement, Board of Trustee meetings, and VIP visits.
• Prepare event details, timelines, and operational plans to ensure smooth execution.

Operational Management

• Manage event scheduling and space reservations using the university's event management system (e.g., EMS) and overseeing the planning, logistics, and execution of campus events, including summer camps, academic conferences, and external rentals.
• Assist in managing client and tenant communications, including move-in/move-out coordination and general inquiries.
• Ensure events are conducted in compliance with university policies, safety protocols, and applicable regulations.
• Assist with developing event pricing estimates and confirm final event billing details.
• Coordinate contract documentation, insurance requirements, and vendor logistics in collaboration with leadership.
• Support client invoicing and payment collection processes with business office staff
• Support lease and housing-related processes, including documentation, occupancy tracking, and communication with tenants or program participants.
• Coordinate with Facilities, Housekeeping, and key stakeholders to address maintenance needs.

Team Leadership

• Provide guidance and day-to-day direction to event organizers and student employees.
• Support a collaborative, service-oriented team environment.

Client & Campus Relations

• Serve as a primary point of contact for internal departments and external clients.
• Collaborate with Facilities, Housekeeping, Dining Services, Campus Police, IT, and other key stakeholder departments to support event, housing and meeting needs.
• Address client and tenant inquiries and resolve operational issues to maintain a high level of service.

Technology & Data Management

• Maintain accurate event and housing data within the event management system (EMS) and related tracking tools.
• Generate reports related to space utilization, occupancy, event activity, and client growth, retention, and satisfaction
• Identify opportunities for process improvements across events, housing, and operations to enhance efficiency and service delivery.

Qualifications

Required

• Bachelor's degree in Hospitality, Business Administration, or related field.
• Minimum 2-4 years of progressive experience in event or conference services, property management, housing operations, logistics operations, or a related field, preferably in a higher education setting.
• Strong organizational skills and attention to detail.
• Excellent communication and negotiation skills.
• Proficiency in Microsoft Office Suite and spreadsheet applications (e.g., Excel or Google Sheets)

Preferred

• Experience with event management software (e.g., EMS, 25Live).
• Experience supporting residential or housing operations, logistics, or distribution services.

Work Conditions

• Evening and weekend work required based on event schedules and operational needs.
• Ability to move between campus venues, residential properties, and lift up to 25 lbs.

WHY LASELL?

• Competitive salary
• Comprehensive benefits package including:
• Medical
• Dental
• Vision
• Retirement
• Tuition benefits
• Generous time off
• Hybrid/remote work options

Lasell University is committed to equal opportunity in every aspect of hiring and employment. Lasell proactively reviews its policies and practices to assure that decisions with respect to every dimension of employment are made without regard to age, color of skin, disability, gender expression and identity, genetic predisposition, marital status, national origin, race, ethnicity, religion, sex, sexual orientation, veteran's status, status as a victim of domestic violence, and all other protected groups and classes under Federal and State Laws and executive orders.