Conference & Event Services Manager

The Conference & Event Services Manager serves as the central coordinator for conferences, camps, weddings, facility rentals and campus events at Millsaps College. As the steward of the college’s master events calendar, this position oversees the scheduling and use of campus facilities, ensuring events are well planned, resources are aligned and campus operations run smoothly.

Serving as the primary point of contact for internal departments, external clients and event organizers, the Conference & Event Services Manager manages every stage of the event process—from initial inquiry and facility scheduling through event execution and post-event follow-up. This position works collaboratively with Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology, Admissions and other campus partners to ensure exceptional service and successful events while maximizing the effective use of college facilities and supporting revenue-generating opportunities.

The summer months represent the college’s peak conference season, with multiple camps, conferences and external groups utilizing campus facilities. This position plays a critical role in planning, coordinating and ensuring the successful execution of these programs while maintaining a high level of service for all campus constituents and guests.

This position reports to the Director of Communication in the Marketing & Communication Department.

This position works on-site in Jackson, MS with regular office hours from 8:00am – 4:30pm with a one-hour unpaid lunch break. Evening and weekend work is occasionally required to support major events and initiatives

Conference & Event Management

• Serve as the primary point of contact for conferences, camps, weddings, facility rentals and special events.
• Coordinate all phases of event planning from initial inquiry through successful event completion.
• Manage facility reservations and ensure campus spaces are scheduled efficiently and effectively.
• Conduct client consultations and campus site visits.
• Prepare proposals, contracts, rental agreements, invoices and event documentation.
• Coordinate conferences, summer camps, weddings and external groups using college facilities.
• Ensure all events comply with college policies, insurance requirements and applicable regulations.
• Build strong relationships with internal departments, external organizations, vendors and community partners while delivering exceptional customer service.
• Develop proposals and coordinate facility rental opportunities that maximize the use of campus facilities and generate revenue for the college.
• Collaborate with the Office of Admissions to identify conferences, camps and community events that present recruitment opportunities, ensuring appropriate communication and coordination with the admissions team.

Campus Scheduling & Calendar Management

• Serve as the steward of the college’s master campus events calendar, ensuring all events are accurately scheduled and communicated.
• Manage the reservation and scheduling of campus facilities to maximize space utilization and minimize scheduling conflicts.
• Maintain the college’s event management system (EMS), ensuring event details, room assignments and support service requests remain current and accurate.
• Coordinate event schedules with academic departments and administrative offices to support effective campus operations.
• Communicate scheduling updates and event changes to campus partners in a timely manner.
• Develop and distribute weekly event schedules and operational reports for Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology and other support departments.

Event Operations & Logistics

• Lead operational planning for major campus events, serving as the central point of coordination before and during events.
• Coordinate weekly planning meetings with Facilities Management, Dining Services, Campus Safety, Housekeeping, Information Technology and other campus partners.
• Ensure meeting and event spaces are properly prepared, configured and event-ready prior to guest arrival.
• Coordinate room setups, audiovisual needs, catering, signage, parking and other event logistics.
• Coordinate site coordinators and support personnel to ensure seamless event execution.
• Serve as the on-site event manager for major campus events, conferences and special programs.
• Monitor events and proactively resolve operational issues to provide an outstanding experience for guests and campus constituents.

Conference Services Administration

• Manage conference and event contracts, billing, deposits and payment tracking.
• Maintain reservation records, event documentation and operational reports.
• Recommend improvements to conference services policies, procedures and workflows.
• Identify opportunities to improve efficiency, customer service and the overall conference experience.
• Assist in promoting Millsaps College as a destination for conferences, meetings, camps, weddings and special events.
• Supervise student employees as assigned.
• Perform other duties as assigned.

Interested candidates should email a copy of their resume and a letter of interest to [email protected]. No phone calls please.