Assistant Director, Campus Events & Conference Services

Position Summary

The Assistant Director of Campus Events and Conference Services plays a key role in the planning, coordination, and execution of both internal and external events at Washington College. This position supports a broad range of campus functions while also leading initiatives to attract and manage external rentals, enhance client engagement, and increase rental revenue. The Assistant Director ensures all events meet institutional standards of quality, professionalism, and strategic alignment.

Primary Responsibilities

Event Planning & Execution

• Collaborate with campus departments (including Advancement, Alumni Relations, and Academic Affairs) to conceptualize and plan mission-aligned events.
• Develop detailed event timelines, budgets, and operational plans.
• Manage logistics, including venue coordination, catering, audiovisual setup, staffing, and event materials.
• Oversee RSVP systems, track attendance, and maintain accurate event data.
• Process invoices internally
• Work together with the business office to provide the information on invoicing for outside clients

On-Site Event Management

• Lead on-site event execution, including setup, breakdown, vendor coordination, and staff supervision (including student workers).
• Troubleshoot and resolve issues in real time to ensure smooth operations.

Post-Event Evaluation

• Conduct post-event analysis to measure success, identify areas for improvement, and provide recommendations for future events.
• Compile and present post-event reports to stakeholders and relevant departments.

External Events & Conference Services

• Market and manage year-round facility rentals to external clients in alignment with the College's mission and policies.
• Develop and maintain relationships with community organizations, professional associations, and corporate partners to generate new business.
• Respond to inquiries and RFPs, lead site tours, and manage client communications from initial contact through contract execution and event completion.
• Collaborate with campus service departments (e.g., Facilities, IT, Dining) to coordinate support for external clients.

Marketing & Outreach

• Develop and implement marketing strategies to promote Washington College's event spaces and services.
• Oversee the creation of promotional materials, website content, and social media campaigns.
• Represent the College at industry trade shows, conferences, and networking events.

Other Duties

• Support major campus-wide events as needed.
• Perform other responsibilities as assigned by the Director.

Qualifications

• At least 3 years of experience in event planning and conference services, preferably within a higher education or nonprofit setting.
• Strong organizational, interpersonal, and problem-solving skills.
• Proficiency with event management tools and office productivity software (e.g., Microsoft Office Suite, Ad Astra).
• Ability to manage multiple projects in a fast-paced environment.