Conference Assistant Jobs in Philadelphia, PA (NOW HIRING)

Location : St. Davids
Job Type: Full-Time
Job Number: 1154
Department: Conferences & Special Events
Opening Date: 07/31/2026
Join our vibrant community of dedicated faculty and staff who work to create a transformative educational experience rooted in faith, reason, and justice.
Eastern University is a nationally-recognized Christian university enrolling approximately 9,000 students in a wide array of undergraduate, graduate, professional, and seminary programs. The university's main campus is located in St. Davids, PA, with many programs also offered online. Eastern's core values of Faith, Reason, and Justice are woven into all of its educational offerings. Through dynamic programs, a vibrant campus community, and meaningful service learning opportunities, Eastern University is committed to providing students with transformative, accessible, and affordable education.
Position Description
Reporting to the Director of Conferences and Special Events, as part of a multi-faceted department, responsible for the facilitation of university events large and small, scheduling, campus logistics, service provider liaison, facility rentals, summer conferences, and space utilization.
The Conference & Special Events Coordinator focuses on summer conferences facilitation, school year rentals, student staff management and mentoring, participates in the facilitation of all internal campus-wide events, while upholding the mission and vision of Eastern University.
Position Responsibilities

1. Summer Conferences Facilitation support to the Director includes:
   1. Maintain high-quality, seamless, and exceptional services for assigned clients.
      1. Provide one stop client service: Contracting all meeting space, housing, catering, housekeeping and technical needs for assigned conference groups and act as liaison with all campus service providers.
      2. Interact in a respectful and professional manner with all conference planners, group representatives, conference guests, service providers, office, and student staff.
      3. Initiate communication verbal and written to ensure that clients' needs are being met prior to and while on Eastern's Campus.
      4. With oversite from the Director, create and provide assigned clients (up to ½), contracts and follow-up paper work, i.e. GMNs etc.
      5. Be present at all assigned client check-ins and check-outs, and follows up with clients throughout their event.
   2. Prepare and process all invoices for assigned clients, accurately and in a timely manner.
      1. Ensure payment is received and follows up accordingly if payment is not received in the specified time period.
2. Student Staff Administrative Tasks include
   1. Assisting the Director of Conf & SE with
      1. Recruiting, training, and development of yearly student workers and seasonal summer conference assistants.
      2. Weekly Scheduling
      3. Daily Staff Communication
   2. Actively engage in the summer activities and as needed work alongside of the students, to include but not limited to manual labor such as set ups, linen deployment, and furniture moves.
   3. Keeping student development in the forefront of all that we do; be open to all opportunities to act as a mentor and role model for our students, and providing educational opportunities outside of the classroom.
3. Athletic Facilities Rentals (Year-Round)
   1. Provide one stop client service, including but not limited to; contracting, scheduling, and invoicing.
   2. Prepare and process all invoices for assigned clients, accurately and in a timely manner, and ensure payment is received.
   3. Work with Athletics Scheduler to avoid double booking and look for opportunities to increase rentals.
4. Departmental Responsibilities
   1. Participate in the facilitation of all full campus events, i.e. Commencement, Homecoming, and other events as assigned.
   2. Act as Lead Event Planner on other events assigned by the CSMLO
   3. Acting in the Directors absence as assigned
   4. In conjunction maintain departmental Web & Social Media presence, ensuring that information is accurate, up to date, and reflects this office and University in a professional manner.
   5. Participate in marketing and selling Eastern University's Conference Services (internal/external) including trade shows, printed and electronic materials, and creating contacts for future services.
   6. At the request of the CSMLO assist with Space Management Projects.
   7. Maintain flexible office hours including nights, weekends, summer Holidays.
   8. Other duties as assigned.
5. Eastern University Community and Mission
   1. Express to clients; internal, external, and the community, the Hospitality Ministry that is Conferences and Special Events.

1. Embodies values of caring and compassion, justice and integrity, competence and affirmation.
2. Seeks to treat each member of the campus community with fairness, dignity, and respect seeking a spirit of unity and harmony as we join together to achieve our common mission.

Qualifications
In addition to being a servant leader committed to the Christian faith and the mission of Eastern University, the Conferences & Special Events Coordinator should be self-directed and able to function in a multi-faceted, fast paced customer-service driven environment. The position requires that the individual be customer service minded, and in that capacity, able to make decisions that will affect the comfort of Eastern's guests.
Proven computer literacy (Microsoft Office, QuickBooks), excellent written and verbal communications skills, are required. Bachelor's degree and previous experience in sales, conferences and / or special events is preferred. A working knowledge of audiovisual equipment, space management, and scheduling; a proven ability to exhibit creative and constructive problem solving in real time; and the ability to work in a team as well as independently are essential.
Flexibility for evening and weekend hours, summer Holidays, as well as availability for rotating on call responsibilities is required. A valid driver's license is required.
About Eastern University
Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to support the mission and vision of the university. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes encouraged to apply.
Background Checks
Standard University employees are required to complete the background clearance process. Employment is contingent upon the successful results of an employment background screening. The employment background screening may include but is not limited to your consumer credit history (for positions that work with the university finances or alumni funds only), verification of education and professional credentials, criminal history, driving history, residency, immigration status, performance, references, and other qualities pertinent to your qualifications for the following position.
Youth Clearances are required for positions with direct contact with children and essential personnel positions. Employees working with or around minor age children are required to complete the youth clearance process which includes the following four child protection clearances:
1) Affidavit;
2) FBI Criminal Record Check;
3) Pennsylvania Department of Human Services Child Abuse History Clearance and;
4) Pennsylvania State Police Criminal Record Check.
In accordance with state laws, Act 73 of 2007, Act 153 of 2014, Act 168 (relating to the Child Protective Services Law), school employees of Eastern University who will have "direct contact with children" must complete the background check process prior to employment. Results must be submitted within ten days of receipt.
Description Disclaimer
This description is intended to describe the general level and nature of work performed by the person/people assigned to this position. It is not to be construed as an exhaustive list of duties and responsibilities of the person/people so assigned.
For all positions: Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Statement of Non-Discrimination
Eastern University is committed to the principles of equal opportunity as defined under federal and state law, and does not discriminate unlawfully on the basis of race, gender, sexual orientation, color, creed, disability, national/ethnic origin, age, disabled veteran/Vietnam-era, Genetic Information and Nondiscrimination Act (GINA), or veteran status in its admission policy, program, or activities, educational policies, scholarship and loan programs, athletic and other University-administered programs, or employment practices and programs.
We offer a complete benefits package to full-time faculty and staff including healthcare coverage, retirement plan contributions, flexible spending and health savings accounts, life insurance, long-term and short-term disability, tuition remission and tuition exchange participation as well as an extensive holiday, summer hours and paid time off leave schedule.
Part-time Regular staff who are scheduled 30-36 hours per week over the course of a year, receive a full benefit package based on their part-time scheduled hours. Healthcare coverage is based on the ACA medical coverage guidelines. Affiliate faculty receive a benefit package as outlined with their covenant. Adjunct faculty may be eligible for medical coverage under the ACA after an annual one year lookback review.
Part-time staff who are scheduled to work less than 30 hours per week schedule are eligible for employer contribution towards the retirement plan after one year of employment. Eligibility rules apply. Adjunct faculty may make employee deferral contributions towards the retirement plan.
Part-Time Graduate Assistant Coaches are eligible for participation in the Tuition Remission Coaches Program.
Temporary, Contractors and Seasonal Employees: Individuals in this status are scheduled on an as-needed-basis and are not eligible for participation in the University's benefits programs.
Detailed information regarding our benefits program and eligibility is provided once hired or you can contact Human Resources with any questions.