Event Coordinator Assistant-$45372 To $55000 Per YEAR Position in

SUNY Old Westbury is a public liberal arts college committed to providing quality education and exceptional services to its students and community. Located in Old Westbury, New York, the institution emphasizes a collaborative and inclusive environment that supports academic achievement, cultural diversity, and community engagement. SUNY Old Westbury offers a range of undergraduate programs alongside comprehensive student services and campus facilities that host numerous events throughout the academic year and beyond. The college prides itself on maintaining a welcoming atmosphere for both internal and external stakeholders, ensuring that every campus event is managed efficiently and with attention to detail to foster a positive experience for everyone involved. The Event Coordinator Assistant role at SUNY Old Westbury's Facilities Rentals department is a full-time, flexible position designed to support the Director of Facilities Rentals in coordinating successful campus events. This role is critical in collaborating with various college departments, clients, vendors, and service providers to oversee all event-related activities from planning through execution and follow-up. The position demands a dynamic professional who can manage a diverse range of responsibilities, including event set-up coordination, scheduling, preparation of event documentation, and on-site presence during events. This role requires someone capable of multitasking and adapting to changing schedules, particularly as work hours may include nights, weekends, and holidays based on business needs. The Event Coordinator Assistant also plays a pivotal role in ensuring compliance with health, safety, and insurance standards, and works closely with food services, cleaning crews, and audio/visual teams to deliver seamless event experiences. Beyond logistical support, the position involves direct communication with clients—both internal college groups and external organizations—and vendors to ensure that event objectives are clearly understood and met. The candidate will be responsible for gathering client information, mediating between stakeholders, and coordinating permit preparation and fee collection. Their role extends to attending permit committee meetings and documenting proceedings to maintain effective organizational communication. This position requires a well-rounded skill set combining strong organizational abilities, excellent communication skills, cultural competence, and creativity in event design and problem-solving. Proficiency in event management software and Microsoft Office applications is essential, along with the ability to maintain confidentiality and independently manage multiple priorities. Ideal candidates will have prior experience in event or catering planning and execution, complemented by relevant academic qualifications. Additionally, experience with audiovisual technology, risk management knowledge, and certification in event planning are preferred, enhancing the candidate's effectiveness in this role. Overall, the Event Coordinator Assistant contributes significantly to the vibrant campus life at SUNY Old Westbury by ensuring that all events run smoothly while meeting high standards of service and professionalism. The role offers a unique opportunity for individuals passionate about event management within an educational setting, providing ample chance to develop and utilize a broad skill set in a supportive and dynamic environment.

• associate's degree or equivalent combination of experience such as two years full-time experience in business or event/catering planning and execution or one year of college credits and one year full-time experience
• excellent oral and written communication skills
• strong customer service skills
• cultural competence
• strong organizational and planning skills
• ability to work independently and as part of a team
• proficiency in computers including events management software and Microsoft Office
• ability to carry at least 50 pounds
• availability to work flexible hours including nights, weekends, and holidays
• ability to maintain confidentiality