Conference Coordinator

Job Description

Job Description

Position: Conference Coordinator

FLSA: Non-Exempt (eligible for overtime in compliance with local, state, and federal regulations)

Schedule: This full-time position will work on site from the Florissant, MO campus.

Reporting to: Director of Conferences

About the Augustine Institute

The mission of the Augustine Institute is to serve the formation of Catholics for the New Evangelization. We educate through academic instruction, compelling programs, and faithful content. We welcome Catholics and Catholic institutions to our campus for retreat, formation and for building the Kingdom of God on Earth. We equip Catholics intellectually, spiritually, and pastorally to renew the Church and transform the world for Christ.

Position Summary

Are you a dynamic, enthusiastic individual with a passion for creating unforgettable experiences? The Augustine Institute is seeking an energetic Conference and Event Coordinator to be the first impression for our guests. As the heartbeat of our events, you'll bring a friendly, welcoming presence and strong knowledge of the Catholic faith to every interaction. You'll assist in planning and executing a variety of events, ensuring each one is seamless and memorable. Your role is crucial in transforming ideas into successful events that leave a lasting impact.

Key Responsibilities

• Assist in planning and organizing meetings, conferences, and special events under the guidance of the Conference and Events Leadership.
• Coordinate event logistics, including venue setup, catering, decorations, event signage, meeting materials, name badges, and other event collateral.
• Serve as a contact for event requests, providing information and guidance to guests.
• Act as liaison for client contacts to assist Event Planners.
• Facilitate the event approval process by coordinating with internal departments.
• Maintain clear and effective communication with Front Desk, Events Department, Campus Support, Facilities, Food and Beverage, Audiovisual coordinators, Sacristans, and other stakeholders throughout the planning process.
• Perform administrative duties that support conference and event operations, including the preparation and maintenance of event files and planning materials, ensuring documentation is complete, accurate, and organized.
• Conduct pre-event walkthroughs to verify that meeting spaces are set according to order and all event details are accurately prepared.
• Welcome clients and guests to campus, providing campus tours as needed.
• Assist in on-site event management, including attendee assistance and issue resolution.
• Support post-event activities, including evaluation, feedback collection, and documentation.
• Uphold the Augustine Institute’s core values of Humility, Collaboration, Innovation, Community, and Excellence in all interactions and tasks.

Qualifications:

• Bachelor’s degree in a related field or equivalent work experience.
• Previous experience in event coordination or hospitality preferred.
• Strong organizational skills and ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Knowledge of Catholic traditions, practices, and terminology preferred.
• Proficiency in MS Office and event management software/tools.
• Availability to work flexible hours, including evenings and weekends as needed.

Physical Demands:

While performing the duties of this job, the employee is regularly required to stoop, kneel, crouch, reach, stand, walk, lift, type, use office equipment, talk, hear, see, and perform repetitive motions. The employee may occasionally lift or move items up to 20 pounds.

Work Environment:

The employee will primarily work in a climate-controlled office environment but may also assist with on-site event coordination, which may involve exposure to outdoor conditions and varying event settings.