Wedding and Special Event Assistant

Posting Details

Posting Details

Posting Number STU -2010875


Job Title Wedding and Special Event Assistant
Department: Conferences and Events
Position is: On Campus
Location Details: Wedding, meeting, and sports venues on the Undergraduate Campus
Is a work study award required for this position? Not required
Pay Rate: Hourly wage depending on experience (DOE). Benefits include single room in Holmes Hall, select meals when conference/camp groups are staying on-campus
Pay Type: Hourly
Number of positions available: 1-2


Job Summary:

Help Us Present Lewis & Clark to Our Summer Guests!
Lewis & Clark is an active place in the summer. We will welcome thousands of guests participating in weddings, sports events, conferences and camps from the end of May – August, and we’re seeking students (currently enrolled at Lewis & Clark) who are passionate about providing an excellent customer experience, and excited to share Lewis & Clark with our summer guests. Every day presents new challenges and the chance to collaborate with others. If you are like us, you’ll love every minute of it.

Opportunity to Broaden Your Knowledge of the Event Planning Industry
The Wedding and Special Events Assistant will work closely with the Conferences and Events office staff, and with professional wedding and event planners to help orchestrate events at Lewis & Clark. The job will include day-to-day tasks involved with running a successful Events department; behind-the-scenes experience of planning and organizing events; assisting with a variety of special events booked this summer at Lewis & Clark (wedding festivities, sporting events, Reunion Weekend activities, etc.). You will have an important role in ensuring guests have an enjoyable experience while visiting Lewis & Clark.

This position requires excellent customer service skills, written and oral communication skills, interpersonal skills, good judgment, motivation, initiative, self-discipline, energy, commitment to a job-well-done, attention-to-detail, a caring and “can do” attitude, common sense, and the desire to show visitors what’s great about Lewis & Clark. Overall effectiveness in the position is tied to the ability to establish and maintain credibility and good rapport with clients, and fellow staff members.

Job Duties
This position will be a great challenge for you to help us in promoting and expanding our wedding/special event operations. It is an opportunity to learn new skills, and hone the skills you already have. Here is an example of the various tasks the Wedding and Special Events Assistant will be responsible for accomplishing throughout the summer:

• Venue coordination for upcoming events booked in the Fir Acres Estate Gardens, Griswold Stadium, Agnes Flanagan Chapel, etc.
• “Day of” coordination — Be available to assist between 4-10 hours on the day of an event
• Creating content for website updates
• Update social media platforms (such as Facebook, Twitter, Instagram, Snapchat, and Pinterest) with new information/photos/videos
• Assist in market research
• Creating marketing materials
• Attend networking events
• Preparing for event guests arrival (verifying venue set-up is in place and venue is clean, making sure signage is posted, etc.)
• Transporting event supplies to and from venues
• Preparing wedding lounge spaces
• Setting up or cleaning up meeting venues when directed
• Conducting pre-event and post-event building walk-throughs to ensure venues are set-up correctly and returned clean and ready for use
• Submitting work orders to Facilities Services
• Managing various inventories for weddings and special events (wedding lounge furniture and equipment, room keys, welcome materials, signage, etc.) , maintaining clean and organized event storage areas, verifying delivery of event materials
• Being on-call and being on-campus when on-call
• Providing unlock and lock-up service for clients, and as requested by Campus Safety personnel
• Recording accurate, detailed information in duty logs to update supervisor, Housekeeping, and Conferences and Events staff each day
• Communicating in-person and via electronically with fellow Lewis & Clark staff, vendors, and with clients
• Participating in all training and weekly planning meetings led by Conferences and Events staff, staying abreast of the schedule of summer event activities
• As time permits, providing assistance to Conference and Events staff on special events, and/or assisting Facilities Services personnel on projects
• Other duties as assigned

Organizational Structure
The Wedding and Special Events Assistant will report to the Assistant Director of Conferences and Events. The staff member will interact with all members of Lewis & Clark involved with wedding/special events business operations including Athletics, Bon Appétit Dining, Campus Safety, Conferences and Events, Facilities Services, Skyline Housekeeping, and other College stakeholders.

Physical Demands
The Wedding and Special Events Assistant must be capable of:
• Quickly walking to Lewis & Clark venues across the Undergraduate Campus
• Lifting or otherwise carrying 40 pounds
• Walking up/down flights of stairs
• Sitting for long durations
• Typing on a computer keyboard, smartphone, or on an tablet device (for instance an Apple iPad)
• Talking on the phone or talking to clients in-person
• Reading information on a computer screen
• Be familiar with safety and emergency procedures, be able to locate fire equipment quickly and operate it

Business Professionalism Required
• As a staff member, the Wedding and Special Events Assistant represents Lewis & Clark College. The Wedding and Special Events Assistant is expected to model appropriate professional behavior with work colleagues, students, faculty, staff, alumni, student employees, and the general public that comes in contact with the Office of Conferences and Events
• The Wedding and Special Events Assistant is expected to establish and maintain professional boundaries with fellow Lewis & Clark professional staff and students, ensuring the Wedding and Special Events Assistant’s behavior is beyond reproach (this includes topics of conversation or behavior when socializing together during office hours, after office hours, and socializing through various modes of communication)
• The Wedding and Special Events Assistant is expected to:
Act ethically, with integrity, and honesty; Maintain focus on being of service to others; Show kindness and consideration towards others; Maintain a positive, cheerful disposition and to be a quiet, calm presence in the workplace in order to maintain a professional decorum; Take into consideration many points of view before making important decisions; Interact with others using a balanced, fair, well-mannered approach
• Business Casual attire is required. Clothing items worn must be appropriate for working at an office desk as well as working at indoor/outdoor locations with a variety of administrators, faculty, staff, students, alumni, vendors, and wedding/special event guests visiting Lewis & Clark.


• Student must be a currently enrolled and registered for Lewis & Clark classes in the 2018-19 academic year
• Must be able to meet the employment start and end dates: Monday, May 21 – Tuesday, August 14, 2018. Given the work schedule, it is not possible for the Wedding and Special Events Assistant to hold regularly scheduled secondary employment or attend summer classes

• Proven customer service experience
• Excellent oral communication, hospitality, and reception skills
• Service-oriented, flexible, courteous, sense of humor, positive attitude, with the ability to work quickly and efficiently
• Familiar with Lewis & Clark Undergraduate Campus facilities, including the residence halls
• Current Lewis & Clark undergraduate student
• Valid Driver’s License and ability to pass Lewis & Clark’s driver requirements
• Ability to pass background check
• Demonstrated experience handling cash and balance transactions
• Sound knowledge of Google applications, Microsoft Office applications (Excel, Word)

Preferred, But Not Mandatory:
• Experience creating marketing content for social media sites
• Experience working in the the Wedding and Special Events industry
• Experience working collaboratively with multiple departments at Lewis & Clark

Experience/Skills Gained:

Working collaboratively with the Guest Services Agent student staff (whom you will reside with in Holmes Hall), Lewis & Clark professional staff, event service vendors, the Wedding and Special Events Assistant will learn about:
• The business of running a venue and special event services operation on a college campus
• Working on a team
• Business communication skills
• Meeting business operation goals and expectations
• Prioritizing daily tasks
• Managing work time with minimal supervision
• Providing customer service to diverse clientele

Work Schedule Summary:

• This is an on-call, paraprofessional position. The Wedding and Special Events Assistant will be required to work 30 hours or more each week. Given the work schedule, it is not possible for the Wedding and Special Events Assistant to take extended vacations, or hold regularly scheduled secondary employment, or attend summer classes
• The Wedding and Special Events Assistant will be required to reside on campus in an assigned residence hall throughout employment, except as requested by the Associate Director of Conferences and Events
• The Wedding and Special Events Assistant will be required to remain on-campus and be available to quickly respond when on-duty
• Because of the nature of the wedding and special event business, this job does not necessarily follow a Monday – Friday work schedule. The position will require evening and weekend work, staffing events, and may include working holidays. If you are required to work a weekend shift that extends beyond the 30 hour (minimum) work week, you may be compensated a day off during the upcoming week

Open Date: 02/28/2018
Close Date: 03/21/2018
Indefinite close No
Projected Start Date: 05/21/2018

Additional Applicant Documents:

Required Documents
  1. Cover Letter
  2. Letter of Reference
  3. Resume
Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • No Response
    • Diversity Jobs
    • Higher Ed Jobs
    • Higher Education Recruitment Consortium (HERC)
    • Oregon Employment Department
    • Partners in Diversity
    • Washington Employment Department
    • Mac's List
    • Inside Higher Ed
    • The Chronicle of Higher Education
    • Career Fair
    • Indeed
    • Other (please specify below)
  2. * Why are you considering this position?

    (Open Ended Question)

  3. * Define “hospitality” and how you will convey your definition of hospitality in the work place.

    (Open Ended Question)

  4. * What experience have you had that might be beneficial to this position?

    (Open Ended Question)

  5. * Have you made any summer plans that might interfere with your performance in this position?

    (Open Ended Question)

  6. * What personal characteristics do you possess that would serve you well in this position?

    (Open Ended Question)

  7. * Are you willing to work on Saturdays and Sundays?

    (Open Ended Question)

  8. * Do you have a valid driver's license?
    • No Response
    • Yes
    • No