The Event Services Specialist is a full-time, on-site role at International House Berkeley, responsible for planning, coordinating, and executing events from initial inquiry through on-site management and wrap-up. Serving as the primary point of contact for clients, vendors, and internal teams, the specialist ensures events run smoothly, stay on budget, and meet client expectations. This role also involves overseeing student staff, coordinating with internal departments, and maintaining event inventory and scheduling systems.

Responsibilities

Respond promptly to client inquiries and create rental agreements
Conduct site visits and walkthroughs to confirm logistics and identify potential issues before they arise
Coordinate event logistics including venue set up, catering, AV/ technical needs and student staffing
Develop and manage event timelines, summaries, floor plans, and run-of-show documents
Ensure estimates are reviewed and approved by clients in a timely manner
Serve as the on-site Event Manager for events, overseeing operations and resolving issues as they arise
Manage on-site event execution, troubleshooting issues in real time
Collect and analyze post-event feedback to improve future events
Maintain events calendars and ensure no scheduling conflicts
Ensure compliance with permits, insurance, and safety regulations
Utilize web-based event and room booking software to:
Place and manage event holds
Monitor internal and external event calendars
Track major campus events and scheduling impacts
Create and deploy digital signage for events.
Maintain event inventory and ensure availability of equipment and supplies, including tables, chairs, and related materials.
Organize storage areas and coordinate restocking of event supplies as needed.
Create and manage student staff schedules ensuring room turnover schedules are timely and efficient
Train student staff on where/how equipment is moved and set up in each space
Assists Catering Manager with student training and support student catering staff and catering leads as needed
Daily/Weekly oversight of student shifts for room transitions
Works closely with internal departments to support and advance I-House events.
Coordinate with the Production Manager to ensure all the production department understands the scope of internal events.
Attend Catering Lead, Housekeeping and RIO Event team meetings.
Contribute ideas and recommendations to improve departmental operations and client service.
Other duties as assigned.

Requirements

Minimum of two years of experience in event planning, hospitality, catering, or a related field.
Positive, can-do attitude who is comfortable working independently and as a part of a team with a propensity for action and follow through
Strong interpersonal, problem-solving, and customer service skills with the ability to communicate effectively with diverse clients, coworkers, and campus partners — including international students, scholars, and researchers.
Strong organizational and multitasking skills while maintaining exceptional attention to detail.
Strong negotiation and vendor management skills
Prior experience supervising or mentoring student employees or volunteers
Ability to manage multiple projects simultaneously in a fast-paced environment.
Strong computer and typing skills, including proficiency in using software like Microsoft 365 products (Word, Excel, etc.), Adobe Acrobat, and other desktop applications.
Proficiency with event scheduling or room booking software; experience with ReserveCloud (Infor) or similar platforms preferred.
Ability to work a genuinely flexible schedule is essential to this role. No two weeks look the same.

Nice to have

Bachelor’s degree in Hospitality Management, Event Planning/ Management, or a related field.
Experience working with or within a multicultural or international community.
Familiarity with UC Berkeley's campus, departments, culture, and administrative structures.
Experience coordinating with external vendors and managing vendor relationships.

Benefits

FLSA Status: Non-exempt, full-time (40+ hours per week)
Pay range: $33.20 - $35 paid hourly, eligible for overtime
Pay is commensurate with experience and qualifications.
Benefits: I-House offers a robust and competitive benefits package for employees, including medical, dental, and vision coverage, retirement contributions, paid time off, and professional development support. In addition, life insurance, short- and long-term disability, access to a Flexible Spending Account (FSA), commuter benefits, and an Employee Assistance Program (EAP).
Retirement: Eligible employees may participate in our 403(b)-retirement plan. I-House offers a 100% employer match on employee contributions up to 5% of eligible compensation and an additional employer non-elective contribution for eligible employees, in accordance with the terms of the plan.
Time-off: Accrue up to 18 days of paid vacation annually, earn 14 paid holidays each year, and accrue paid sick time.