Event Specialist

Event Specialist

The University of Lynchburg, a private, regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia, is seeking applicants for an Event Specialist position in the Catering Department for the Finance and Operations division.

This position reports to, is supervised by, and evaluated by the Manager of Catering and Events. The evaluation of work performance will be ongoing and will be carried out by the Manager of Catering and Events. It will include the specific duties and responsibilities of this position description plus employee attitude and general working behavior.

Job Summary

The Catering & Events Specialist oversees daily event operations within the department to ensure staff productivity, quality service delivery, and compliance with university policies. This hands-on, full-time role plans and executes events within financial and time constraints while ensuring guest satisfaction and facilitating university business objectives. The specialist works closely with supervisors, event staff, vendors, and campus departments to deliver exceptional experiences across all university events.

Essential Duties & Responsibilities

• Review event BEOs (Banquet Event Orders) to fully understand guest expectations and specific AV and catering requirements.
• Set up and calibrate AV equipment, including microphones, mixers, speakers, and projectors, prior to event start times.
• Conduct pre-event "sound checks" and equipment testing to ensure seamless audiovisual functionality.
• Troubleshoot AV technical issues in real-time during live events to minimize interruptions and ensure guest satisfaction.
• Execute room setups according to floor diagrams, ensuring proper table spacing, chair placement, and equipment layout.
• Coordinate efficient "room flips" between consecutive event sessions to maintain event timelines.
• Assist the catering team with buffet table setup, ensuring food displays are aesthetically pleasing and appropriately labeled.
• Provide active catering support, including the timely replenishment of buffet lines and tray passing.
• Conduct efficient service clearing and busing to maintain a clean and professional event environment.
• Monitor food temperatures and quality throughout the duration of the event, reporting issues to the culinary team immediately.
• Act as the primary point of contact for external vendors, assisting them with load-in, setup, and load-out logistics.
• Guide and supervise student workers and temporary service staff to ensure consistent adherence to service standards.
• Enforce workplace safety and sanitation guidelines to maintain a secure environment for all guests and staff.
• Perform thorough post-event tear-downs, ensuring all furniture, AV equipment, and catering supplies are cleaned and properly stored.
• Participate in post-event evaluations to identify successes and opportunities for improvement in future event execution.
• Maintain the cleanliness and organization of back-of-house storage areas and dedicated AV equipment lockers.
• Facilitate constant communication between the kitchen and floor staff to ensure synchronized food service and AV delivery.
• Manage the inventory of AV cables, adapters, and catering service supplies, reporting needed repairs or shortages to the supervisor.

Starting Salary: $16.50 an hour

Benefits:

Generous paid vacation, personal days, paid sick time and family leave, comprehensive insurance (medical, dental, vision, etc.) and retirement plans, flexible spending account, tuition remission, life and long-term disability insurance, and more. Learn more about employment benefits at the University of Lynchburg.

Schedule:

Evenings and weekends to meet needs of the department may be required

Qualifications

Experience/Skills:

• Self-Starter: Ability to follow instructions and execute tasks with minimal direct supervision.
• Hands-on Hospitality Knowledge: Understanding of event setups, banquet operations, catering service flows, and basic hospitality standards.
• Adaptable Communication: Strong verbal communication skills to effectively direct staff, assist clients, and coordinate with culinary/tech teams.
• Multitasking & Problem Solving: Calm under pressure with the ability to handle live event adjustments smoothly.
• Basic Technical/AV Aptitude: Comfortable managing basic event tech (microphones, background audio, basic display screens) as needed on the floor.

Physical Demands:

• Heavy standing and walking for extended periods. Frequent lifting, carrying, push/pulling up to 50 lbs. unassisted (tables, chairs, catering carts, staging).
• Indoor and outdoor event setups across varying weather conditions.

Qualifications:

• 2+ years of experience in hospitality, banquet operations, catering service or event support.

Work Remotely:

• No

The University of Lynchburg is dedicated to inclusive excellence. We celebrate the diversity of our common life, affirming our different histories, realities, and identities. All belong here.

As a testament to our strong commitment to accessibility, diversity, and inclusion, we will attract, celebrate, and retain a community of diverse students, staff, and faculty; foster belonging; and create a campus environment that embraces civil discourse and accountability for our words and actions.

The University of Lynchburg embraces diversity in its broadest sense. We will cultivate an inclusive, equitable, and safe campus climate grounded in mutual respect and understanding, where all members of our diverse learning community - alumni, employees, learners, visitors, and volunteers- can thrive.

The University of Lynchburg is an equal-opportunity employer.