Conference Services Coordinator

Position Purpose and Summary

The Conference Services Assistant will play a vital role in supporting the Conference Services Manager in ensuring the smooth operation and success of the Conference Services department. This position requires a strong focus on event planning, execution, customer service, and collaboration with various stakeholders. The assistant will have opportunities for growth within the team and will contribute directly to the organization's mission of providing exceptional conference services in a Christian work environment.

Key Areas of Accountability

Event Planning and Execution:

• Assist in planning and executing conferences, events, and on-campus filming activities.
• Meet with clients to assess their event objectives, budget, and service needs, and prepare tailored proposals or event outlines.
• Coordinate logistics, timelines, and resources to ensure seamless event operations.
• Provide excellent customer service to clients and guests, addressing inquiries and resolving issues promptly.
• Conduct post-event debriefs and collect feedback from clients and participants. Prepare evaluation reports to identify successes, challenges, and recommendations for improvement.

Customer Relations:

• Assist in building and maintaining strong relationships with clients, prospects, and industry stakeholders.
• Assist in managing customer expectations and serving as a liaison between clients and key delivery departments.
• Support in conducting site tours and marketing the facilities to prospective customers.

Support to Conference Services Manager:

• Take ownership of delegated tasks and projects to lighten the workload of the Conference Services Manager.
• Collaborate with the manager to identify revenue opportunities and contribute to business development initiatives.
• Support the manager in developing conference schedules and work plans to meet client expectations effectively.
• Assist in managing the Conference Services team and ensuring proper coordination of timelines.
• Ensure all events comply with institutional policies, legal standards, insurance requirements, and health and safety regulations.

Administrative Support:

• Assist in establishing and administering event quotes, contracts, and progress tracking.
• Develop and monitor event budgets, ensuring all expenditures stay within approved financial limits.
• Support in ensuring service delivery aligns with customer requirements and department budgets.
• Aid in overseeing account billing follow-up to ensure accurate payment handling.
• Assist in maintaining records, contracts, and financial documentation related to conference services.
• Support in preparing event quotes, proposals, and invoices as needed.
• Coordinate client communications before and during events, including signage, schedules, and information packages.
• Oversee event registration systems, guest lists, and ensuring that all advertising is approved by the Conference Services Manager

Team Collaboration:

• Collaborate with department managers and outside contractors for event rentals and setups.
• Work closely with the Conference Services team and other departments to ensure coordinated efforts in event planning and execution.
• Foster a positive and collaborative work environment aligned with the organization's values.

The Person

Skills

• Excellent interpersonal skills with a wide variety of staff, faculty, students, and off-campus clients are essential, with the ability to understand clients' needs and proposals.
• Proficient in the use of Microsoft Office applications.
• A team player with the attitude of a servant in all situations who seeks to diffuse and resolve conflict.
• Ability to work effectively in a team-oriented environment and delegate tasks when necessary.
• Ability to work in a fast-paced environment and adapt to changing priorities.
• Highly organized with the ability to multitask and adapt to changing priorities.
• Hands-on knowledge of furniture moving and basic audio/video understanding would be helpful.
• Strong financial management skills, including financial analysis and procurement.

Assets

• Administrative Experience
• Experience in hospitality or public relations leadership
• Experience using conferencing technology platforms and Jenzabar.
• 3-5 years of experience in event management preferred.
• Ability to lift and move furniture more than fifty pounds.
• Key Metrics of Success:
• Customer satisfaction ratings and feedback.
• Increased revenue generated through conferences, rentals, and filming activities.
• Timely and efficient execution of events with minimal issues or disruptions.

Personal

Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community.

A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU's mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, and focus. A winsome personality with a positive and friendly attitude.

Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts, thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Key Internal Interactions

Reports: Conferences Student Workers

Reports to: Conference Services Manager

Standards & Requirements

Education: Bachelor's Degree or an equivalent combination of education and experience is required.

Experience:

• Experience in office management administration (2+ years)
• Demonstrated skill in customer service, public relations, and hospitality
• Computer skills and web-based applications.
• Experience in sales, marketing, or related fields is considered an asset.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Benefits Of Working at TWU:

• A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
• Annual statutory holidays (14) with generous vacation accruement.
• Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
• Torch tuition scholarship for dependents of eligible employees attending TWU.
• Free access to TWU's fitness/gym facilities and the Norma Marion Alloway Library.
• Subsidized meals at the main cafeteria.
• Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, as well as shops and restaurants in Fort Langley.
• Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
• Free recreational equipment rentals (e.g., paddle boards, snowshoes, kayaks, etc.).
• Free employee parking on campus.
• Special community events throughout the year.
• Employee and Family Assistance Plan (EFAP).
• A positive Christian fellowship environment.

Trinity Western University encourages applications from all eligible candidates who are able to commit to the University's mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.

We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.