Event Specialist

About Salve Regina University:

Salve Regina University, ranked as one of the most transformativecolleges in the United States by Money Magazine, is a comprehensive

Catholic University located in the scenic coastal community of Newport, Rhode Island. The University's commitment to academic success and personal discovery extends beyond its historic campusinto a dynamic world where the application of higher thinking andskill are most valued. Salve Regina offers bachelor's and master'sdegree programs, graduate certificates, and doctoral programs inhumanities, international relations and nursing. Enrollmentincludes more than 2,600 undergraduate and graduate students from across the U.S. and around the world.

The Event Specialist provides consistent on-site execution and operational support for University Events & Conference Services(UECS) events, conferences, weddings, summer programs, and selected internal University events. The position is designed primarily toprovide evening and weekend coverage, serving as an on-site University representative and ensuring that events are executed safely, professionally, and in accordance with confirmed plans and University policies. By assuming a significant share of event-day execution, the Event Specialist creates capacity for UECSprofessional staff to focus on client relationships, planning,sales, revenue development, and long-term account stewardship.

• Oversee on-site execution of assigned weddings, external events, conferences, camps, and selected internal University events, including event timelines, guest arrival, program flow, and breakdown.
• Serve as the primary on-site UECS contact during assigned events; communicate with clients, conference organizers, vendors,campus partners, and guests and accelerate issues when appropriate.
• Confirm assigned facilities are guest-ready prior to event start and that setup, service, and breakdown align with approved plans, diagrams, BEOs, contracts, and University policies.
• Coordinate vendor arrival, access, setup, service, and departure, including caterers, rental companies, florists,entertainment, photographers, transportation providers, and other event partners.
• Troubleshoot last-minute operational issues and coordinate with Public Safety, Facilities/Grounds, Housekeeping, Dining Services,Media/IT Services, and other University departments as needed.
• Provide tours, photo-session coverage, and other client-facing event support as assigned.

• Provide evening and weekend staffing for conferences and camps,including arrival, check-in, meeting, program, and departure support.
• Support Gordon Research Conferences (GRC), including conference check-in coverage as scheduled and provide increased UECSsupervision and operational presence for GRC poster sessions and coordinate issues with appropriate campus partners.
• Support summer conference operations and Salve Institute summer programming as assigned, including guest-facing logistics, space readiness, resource coordination, and evening/weekend coverage.
• Provide UECS presence at selected internal University events when departmental operational support is requested.

• Review event information, timelines, diagrams, BEOs, and operational notes prior to assigned events and communicate relevant updates to the Wedding Events Manager and other UECS staff.
• Monitor compliance with University event policies, vendor requirements, facility-use standards, and risk-management expectations.
• Document significant event issues, damages, vendor concerns,client feedback, and follow-up items for UECS staff.
• Help protect University facilities by monitoring event activity and providing additional on-site oversight, particularly inhigh-use historic spaces such as Ochre Court.

• Report to and work closely with the Wedding Events Manager;collaborate with the Conference & University Scheduling Manager, Director, Executive Director, and other UECS staff.
• Assist with training and direction of student event staff or temporary support personnel assigned to events.
• Support departmental projects, tours, showcases, and other revenue-generating or revenue-enabling activities as assigned.

Perform other job-related duties as assigned.

This position is subject to both inside and outside work, where extreme cold and hot…