Assistant Director of Conferences and Events
Lewis & Clark College, Homeland, CA, United States
The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive
that includes options for health, dental, vision, tuition, life insurance, retirement and more.* Oversee venue scheduling and space utilization, coordinating the booking of events and event support services in EMS Campus to balance academic priorities, institutional needs, and external use.* Guide faculty, staff, and student planners through the full event planning process — including scheduling, resource coordination, logistics, safety, accessibility, and post-event wrap-up — ensuring they understand their responsibilities at each stage.* Manage and respond to high volumes of event and space inquiries, delivering timely, accurate, and professional communication to internal and external stakeholders.* Develop event diagrams, timelines, and operational plans.* Work in close coordination with AV and Facilities teams to align event needs with infrastructure, staffing, and operational constraints.* Serve as a central coordination point for event operations, aligning support services across AV, custodial, catering, Campus Safety, IT, Facilities trades, and external vendors.* Ensure consistent application of safety guidelines, ADA requirements, and institutional event policies prior to and during event execution.* Serve as on-site operations lead for diverse events such as campus ceremonies, academic symposia, weddings, memorials, sports events, and photo shoots.* Resolve logistical challenges to ensure seamless event execution.* Assess event-specific risks and proactively apply and enforce safety, legal, and institutional policies in coordination with appropriate campus partners.* Manage contracts, permits, insurance certificates (COIs), and vendor agreements, ensuring compliance with College requirements and risk standards.* Own and manage a defined portfolio of external clients and day-use event activity, balancing client service, operational feasibility, and revenue goals—particularly during peak summer periods.* Serve as a primary point of contact for external clients, guiding them through venue options, requirements, and operational considerations.* Conduct site tours, develop proposals, and prepare agreements in coordination with department leadership.* Coordinate logistics for external rentals, including weddings, memorial services, corporate
on-profit events, photo shoots, and other third-party uses of campus facilities.* Ensure external events align with College policies, operational capacity, and risk management requirements.* Research and maintain a competitive landscape of comparable venues, including pricing, offerings, and market positioning.* Develop and recommend pricing strategies based on market data, demand patterns, and operational considerations.* Create and maintain sales materials and client-facing assets (e.g., pricing sheets, service packages, and venue information).* Track and maintain event and revenue data to support quarterly projections, annual forecasting, and reporting to College leadership.* Contribute to revenue forecasting and performance analysis for external events and venue rentals.* Support marketing and outreach efforts for campus venues, including maintaining accurate information and contributing to promotional materials.* Maintain accurate event and financial records to support billing coordination, reporting, and long-term planning.* Train, mentor, and help direct student employees.* Provide day-to-day guidance to a small team of student staff.* Support student staff in developing professional skills such as communication, problem-solving, teamwork, and accountability through hands-on event operations.* Ability to manage complex event logistics and risk considerations with sound judgment in a fast-paced environment.* Regularly uses technology tools such as EMS Campus, Smartsheet, Asana, Google Workspace, CRM systems, and event diagramming software to manage scheduling, communication, and event operations; demonstrating the ability to quickly learn and adapt to new systems.* Ability to define goals, prioritize competing work, and track progress toward operational and revenue outcomes.* Strong contract negotiation and vendor management skills.* Ability to improve workflows, implement systems, and manage work through structured tools such as ticketing and project management platforms to support efficiency and service delivery.* Excellent verbal and written communication skills.* Demonstrates a commitment to exceptional customer service by providing responsive, consistent, and courteous communication, while effectively balancing institutional priorities with client needs.* Ability to foster collaboration, build trust, and work effectively with student staff, colleagues, and external partners.* Approaches challenges and colleagues with an open mind, seeking to understand different perspectives before forming conclusions.* Demonstrates reliability and follow-through as a contributing member of a small, interdependent team.* Emotional intelligence and professional resilience when working with diverse clients, high-pressure environments, and shifting expectations.* Strong interpersonal awareness, with the ability to read context and tailor communication to different audiences.* Demonstrates the ability to interpret and navigate complex stakeholder dynamics, including differing priorities, institutional context, and unspoken expectations, and translate them into clear, actionable direction for event execution.* Ability to exercise sound judgment and navigate complex or ambiguous situations involving competing priorities and stakeholders.* Comfort working under pressure and adapting to rapidly changing situations.* Curiosity and openness to new ideas, approaches, and perspectives, including emerging technologies such as AI.* Commitment to inclusivity and sustainability in event operations.* Bachelor’s degree; at least three (3) years of experience in event operations, hospitality, facilities services, or a related field.* Demonstrated experience working in complex, fast-paced environments with multiple stakeholders, competing priorities, and high service expectations.* Ability to operate effectively in environments with evolving processes, limited structure, and a high degree of autonomy.* Bachelor's degree in a relevant field, such as Marketing, Communications, or Hospitality Management.* Proven experience coordinating event logistics and vendor relations.* Experience working in sales, project coordination, or conference planning within a higher education or large organizational setting.* Previous experience leading and managing teams, particularly in a hospitality or event coordination capacity.* CMP, CSEP, or CCEP certification.* Familiarity with ADA requirements and Fire Marshal regulations in event planning.* Experience using AI tools or process improvement methodologies to enhance operational efficiency.* This is a full-time exempt role.* Work is in-person in a shared office located on the Undergraduate Campus.* Schedule: The standard schedule is primarily weekdays; however, flexibility is required to support live event operations and time-sensitive client needs. Workload fluctuates seasonally, with periods of high activity requiring extended availability beyond standard business hours.* Evening, weekend, and occasional holiday hours are expected during peak event periods, particularly in the summer.* Benefit Eligible: Yes* FLSA Status: Exempt* Salary: $54,500 annually. Compensation for this position is fixed based on institutional guidelines.* Comprehensive benefits package including health insurance, retirement contributions,
#J-18808-Ljbffr
that includes options for health, dental, vision, tuition, life insurance, retirement and more.* Oversee venue scheduling and space utilization, coordinating the booking of events and event support services in EMS Campus to balance academic priorities, institutional needs, and external use.* Guide faculty, staff, and student planners through the full event planning process — including scheduling, resource coordination, logistics, safety, accessibility, and post-event wrap-up — ensuring they understand their responsibilities at each stage.* Manage and respond to high volumes of event and space inquiries, delivering timely, accurate, and professional communication to internal and external stakeholders.* Develop event diagrams, timelines, and operational plans.* Work in close coordination with AV and Facilities teams to align event needs with infrastructure, staffing, and operational constraints.* Serve as a central coordination point for event operations, aligning support services across AV, custodial, catering, Campus Safety, IT, Facilities trades, and external vendors.* Ensure consistent application of safety guidelines, ADA requirements, and institutional event policies prior to and during event execution.* Serve as on-site operations lead for diverse events such as campus ceremonies, academic symposia, weddings, memorials, sports events, and photo shoots.* Resolve logistical challenges to ensure seamless event execution.* Assess event-specific risks and proactively apply and enforce safety, legal, and institutional policies in coordination with appropriate campus partners.* Manage contracts, permits, insurance certificates (COIs), and vendor agreements, ensuring compliance with College requirements and risk standards.* Own and manage a defined portfolio of external clients and day-use event activity, balancing client service, operational feasibility, and revenue goals—particularly during peak summer periods.* Serve as a primary point of contact for external clients, guiding them through venue options, requirements, and operational considerations.* Conduct site tours, develop proposals, and prepare agreements in coordination with department leadership.* Coordinate logistics for external rentals, including weddings, memorial services, corporate
on-profit events, photo shoots, and other third-party uses of campus facilities.* Ensure external events align with College policies, operational capacity, and risk management requirements.* Research and maintain a competitive landscape of comparable venues, including pricing, offerings, and market positioning.* Develop and recommend pricing strategies based on market data, demand patterns, and operational considerations.* Create and maintain sales materials and client-facing assets (e.g., pricing sheets, service packages, and venue information).* Track and maintain event and revenue data to support quarterly projections, annual forecasting, and reporting to College leadership.* Contribute to revenue forecasting and performance analysis for external events and venue rentals.* Support marketing and outreach efforts for campus venues, including maintaining accurate information and contributing to promotional materials.* Maintain accurate event and financial records to support billing coordination, reporting, and long-term planning.* Train, mentor, and help direct student employees.* Provide day-to-day guidance to a small team of student staff.* Support student staff in developing professional skills such as communication, problem-solving, teamwork, and accountability through hands-on event operations.* Ability to manage complex event logistics and risk considerations with sound judgment in a fast-paced environment.* Regularly uses technology tools such as EMS Campus, Smartsheet, Asana, Google Workspace, CRM systems, and event diagramming software to manage scheduling, communication, and event operations; demonstrating the ability to quickly learn and adapt to new systems.* Ability to define goals, prioritize competing work, and track progress toward operational and revenue outcomes.* Strong contract negotiation and vendor management skills.* Ability to improve workflows, implement systems, and manage work through structured tools such as ticketing and project management platforms to support efficiency and service delivery.* Excellent verbal and written communication skills.* Demonstrates a commitment to exceptional customer service by providing responsive, consistent, and courteous communication, while effectively balancing institutional priorities with client needs.* Ability to foster collaboration, build trust, and work effectively with student staff, colleagues, and external partners.* Approaches challenges and colleagues with an open mind, seeking to understand different perspectives before forming conclusions.* Demonstrates reliability and follow-through as a contributing member of a small, interdependent team.* Emotional intelligence and professional resilience when working with diverse clients, high-pressure environments, and shifting expectations.* Strong interpersonal awareness, with the ability to read context and tailor communication to different audiences.* Demonstrates the ability to interpret and navigate complex stakeholder dynamics, including differing priorities, institutional context, and unspoken expectations, and translate them into clear, actionable direction for event execution.* Ability to exercise sound judgment and navigate complex or ambiguous situations involving competing priorities and stakeholders.* Comfort working under pressure and adapting to rapidly changing situations.* Curiosity and openness to new ideas, approaches, and perspectives, including emerging technologies such as AI.* Commitment to inclusivity and sustainability in event operations.* Bachelor’s degree; at least three (3) years of experience in event operations, hospitality, facilities services, or a related field.* Demonstrated experience working in complex, fast-paced environments with multiple stakeholders, competing priorities, and high service expectations.* Ability to operate effectively in environments with evolving processes, limited structure, and a high degree of autonomy.* Bachelor's degree in a relevant field, such as Marketing, Communications, or Hospitality Management.* Proven experience coordinating event logistics and vendor relations.* Experience working in sales, project coordination, or conference planning within a higher education or large organizational setting.* Previous experience leading and managing teams, particularly in a hospitality or event coordination capacity.* CMP, CSEP, or CCEP certification.* Familiarity with ADA requirements and Fire Marshal regulations in event planning.* Experience using AI tools or process improvement methodologies to enhance operational efficiency.* This is a full-time exempt role.* Work is in-person in a shared office located on the Undergraduate Campus.* Schedule: The standard schedule is primarily weekdays; however, flexibility is required to support live event operations and time-sensitive client needs. Workload fluctuates seasonally, with periods of high activity requiring extended availability beyond standard business hours.* Evening, weekend, and occasional holiday hours are expected during peak event periods, particularly in the summer.* Benefit Eligible: Yes* FLSA Status: Exempt* Salary: $54,500 annually. Compensation for this position is fixed based on institutional guidelines.* Comprehensive benefits package including health insurance, retirement contributions,
#J-18808-Ljbffr