Events & Hospitality Administrator

Hospitality - Assist in creating and managing an inviting environment through personal interactions, customer service, and welcoming spaces. - Support hospitality for guests, speakers, ministry partners, and visitors, helping create a welcoming environment and ensuring they feel cared for and well supported. - Assist the Weekend Experience Team with weekend services - Assist in atmosphere and efforts in the commons, cafe, main auditorium, and surrounding areas  - Coordinate decorating efforts for major holidays - Manage, in conjunction with the Cafe Manager, the Volunteer Lounge for Sunday services.  Transformation Tuesdays - Organize and execute Transformation Tuesday logistics including: - Hospitality and volunteer team recruitment and scheduling - Room set ups and needs - Check-in  - Create registration form  - Recruit and schedule volunteers for TT Check-In  - Work with IT on TT check-In setup  - Kitchen crews - Recruit and schedule volunteers for prep, food service, and clean up - Other duties as assigned by supervisor Event Coordination - External Events - Coordinate the execution and scheduling of Urbana events, including both internal & external.  - Manage building rentals from inquiry to completion. - Provide pricing, facility information, and tours. - Coordinate contracts and payments with the Finance Office and the lessee. - Assist with event coordination and attend as needed (e.g., external rentals). - Funerals - Partner with the Operations/Care Pastor for serving people when funerals arise Help to arrange funeral details (date, time, location, attendees). - Coordinate with staff (production, sound, facilities). - Work closely with the Operations/Care Pastor and the funeral home director, assist as needed. - Weddings - Partner with the Operations/Care Pastor for serving people when weddings arise.  - Confirm wedding date and time with the couple + any important details - Handle the contract and payment for the wedding and the officiant. - Assist at the wedding as needed. - Internal Events - Coordinate church and event calendars, working closely with the Communications Team  - Help coordinate & attend events as needed  - Some internal events will need to be attended and supported during the actual event.  - This will be worked out clearly, prior to the event, during the planning process.  - Approval will be confirmed by both overseers  Conference Administration - Co-labor with conference director(s) and the conference administration team in planning and executing local, regional, and national conferences. - Assist with conference preparation, including hospitality planning, room setup, decor, signage, registration materials, and other logistical needs prior to the event. - Be available throughout the conference to support conference director(s) and the administration team with operational and logistical needs, including registration, hospitality, attendee support, and problem-solving as needs arise. - Help create a welcoming and organized environment so conference directors, speakers, volunteers, and guests are well supported. - Assist with conference tear-down, resetting church spaces, inventory, and post-event wrap-up after the conference concludes. Front Desk - Manage incoming calls, emails, and visitor inquiries, directing people to the appropriate staff member or ministry. - Welcome guests and create a friendly, helpful first impression for everyone who enters the church. - Maintain an organized and welcoming front desk area, including receiving deliveries and assisting with general office needs. - Support pastors and staff with on-call resources and front desk operations. General Administrative Support (Shared with the Administrative Assistant) - Provide administrative support to pastors, staff, and ministry leaders as needed. - Assist in preparing for internal meetings (e.g., Urbana Staff Meetings, All Staff Meetings, Pastors Meetings, Department Leads Meetings, and Executive Team Meetings) as needed, including: - Room setup - Meeting materials - Decor - Tech coordination - Food ordering - Help maintain church records, organizational systems, and shared administrative resources. - Support church-wide projects and operational needs, demonstrating flexibility as priorities shift.