Conference Services Assistant Jobs in Florida (NOW HIRING)

Job Description Position Summary: The Director of Conference Services is responsible for managing revenue-generating conference operations and overseeing the planning and execution of third-party venue rentals, overnight summer programs, and visiting rowing programs on the DeLand campus. This role balances front-end client management, involvement in program planning, and overall operational oversight, ensuring high-quality execution through a shared team approach and in collaboration with campus partners. Essential Job Functions and Responsibilities: Employment duties include, but are not limited to: Provide leadership and professional expertise in generating revenue through third-party venue rentals, overnight summer programs, and visiting rowing programs to reach revenue goals.

Supervise assistant director of conference services. Maintain relationships with clients and partners to support repeat business and consistent bookings. Serve as primary contact during early stages of client engagement in response to inquiries, development of proposals, and converting opportunities into confirmed programs.

Coordinate high-level program needs and prepare event plans to communicate with campus departments such as catering, public safety, event support services, IT Support, grounds, maintenance, and custodial etc. Prepare contracts, collect required background documentation and insurance information, and process client invoicing. Assign confirmed programs to the Assistant Director for ongoing planning and execution.

Coordinate additional conference service staff support during peak periods Ensure alignment between client expectations and campus operational capacity and identify key logistical considerations and risks. Maintain high-level oversight across all programs, stepping in as needed for complex problem-solving and escalated client issues Negotiate vendor agreements, hotel contracts and oversee invoicing process Monitor program performance, revenue, and expenses to ensure financial goals are met across all programs Partner with campus departments to align scheduling, logistics, and resource planning In collaboration with the Exec Director of University Events and Conference Services, develop the annual Conference Services budget and support marketing and administrative processes. Support University Events during designated peak periods or high-impact programs Contribute to departmental operations as needed, while maintaining focus on conference services priorities Standard business hours with flexibility required for evening and weekend hours during peak event and summer seasons Flexible scheduling is available during non-peak periods Required Knowledge, Skills, and Abilities: The knowledge, skills, and abilities for this role include: Experience in hospitality and event management, event venue sales, conference services, or hotel conference management background Strong understanding of catering, floor plans, audiovisual setups, and event timelines.

Strong organizational and operational leadership skills Ability to balance high-level oversight with selective involvement in program planning Experience supervising staff and managing workflows Financial acumen and budget management experience Strong communication and client relationship skills Support the University's Mission and Values in their role. Required Qualifications: This position requires: Bachelor's degree in Event Management or related field A minimum 4-6 years of experience in conference services, events management or related field Ideal Candidate Qualifications: The ideal candidate's qualifications include: Experience in hospitality management and event venue sales 2-3 years of experience with summer camps and/or conferences. Experience coordinating and managing special events and/or conferences at an institution of higher learning.

Reports to: This position reports to the Executive Director of University Events & Conference Services.