Event Coordinator Assistant

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 :

Preferred Qualifications :

Must apply online at www.oldwestbury.edu