Special Events Hospitality Coordinator

Lexington, KY - USA

Monthly Salary: Not Disclosed

Posted on: 01-11-2025

Vacancies: 1 Vacancy

Job Summary

Job Description:

The Special Events Hospitality Coordinator supports the Office of Special Events by managing guest housing hospitality operations and event logistics for Morris House Belfield and university-wide functions. This role ensures exceptional guest experiences efficient coordination and strong administrative support.

Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn work and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

Act as the first point of contact for the Office of Special Events handling communications scheduling and documentation.

Oversee room reservations guest communications billing and record-keeping for Morris House and Belfield.

Coordinate maintenance repairs and housekeeping coverage with Facilities and contractors.

Maintain supplies and ensure hospitality standards are consistently met.

Manage budgets expenses reimbursements and revenue collection in Workday.

Purchase and track hospitality cleaning and operational supplies.

Plan and execute events at Morris House and Belfield including vendor coordination contracts and logistics.

Serve as on-site event coordinator and assist with guest lodging.

Support efforts to increase bookings and utilization of university venues.

Serve as the primary contact for University Chapel weddings providing guidance and ensuring compliance with university policies.

Process reimbursements purchasing and room reservations in 25Live.

Support the Director of Special Events with university and presidential events.

Supervise student workers and temporary staff.

Work Schedule: 8:30 a.m. 4:30 p.m. Nights and weekends may be required; schedules are determined based on event needs and may vary accordingly.

Minimum Qualifications:

Three years event planning experience or a combination of education and experience from which a similar skillset would be obtained.

High School diploma required.

Good customer service and interpersonal skills.

Ability to communicate effectively both orally and in writing.

Ability to effectively and efficiently handle multiple/simultaneous tasks and projects.

Ability to work evenings and weekends as required by the job.

Ability to work independently efficiently accurately and with great attention to detail.

Skill in use of personal computers and related software applications including Microsoft Office and other software applications (Excel Outlook Word Project and Raisers Edge).

Ability to maintain confidentiality.

Application Instructions:

Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type:

Non-Exempt Full Time Benefit Eligible

Minimum Pay:

$21.95 - Pay Commensurate with Experience

Washington and Lee is an Equal Opportunity Employer seekingcandidates committed to high standards of scholarship performance professionalism and to a welcoming campus community. Job description requirements are representative but not allinclusive of the knowledge skill and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Required Experience:

Job Description: The Special Events Hospitality Coordinator supports the Office of Special Events by managing guest housing hospitality operations and event logistics for Morris House Belfield and university-wide functions. This role ensures exceptional guest experiences efficient coordination and s...