Event Services Specialist

About International House:

International House Berkeley, affectionately known as I-House, is a vibrant and diverse residential community dedicated to fostering intercultural understanding and global leadership. Located on the University of California, Berkeley campus, I-House provides a unique living and learning environment for students, scholars, and researchers from around the world. Our mission is to promote a more peaceful and just world by fostering intercultural respect and understanding and leadership skills.

Since our founding in 1930, I-House has been a welcoming home to thousands of residents from over 100 countries. We offer a rich array of cultural, educational, and social programs that encourage mutual respect, intellectual exchange, and lifelong friendships. At I-House, we believe that by living and learning together, we can build bridges across cultures and create a global community that celebrates diversity and inclusion.

Position Overview

Reporting to the Director of Event Services, the Events Services Specialist is a full-time position responsible for planning, coordinating, and executing events from initial inquiry and site visits through on-site event management and final wrap-up. This role serves as the primary point of contact for clients, vendors, and internal teams, ensuring each events runs smoothly, stays on budget, and meets client expectations. This role is ideal for a highly organized, customer-focused, and detail-oriented professional excited to manage a wide range of events in the fast-paced hospitality environment at I-House.

Key Responsibilities

Event Planning & Management

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.

Student Worker Oversight

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

Internal Collaboration

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.

Minimum Qualifications

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.

Working Conditions

This role regularly requires work on evenings, weekends, and some holidays. Hours may vary from week to week depending on organizational needs.

This is a fast-paced environment with extended periods of standing or walking, up to 6-8 hours per workday. In addition, I-House has stairs that you may need to climb often and quickly in this position.

Ability to regularly lift, move, and carry up to 75 pounds, including tables, chairs, and event equipment.

Preferred Qualifications

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.

Compensation and 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.

Location: This role requires on-site presence and engagement with staff, leadership, and stakeholders in Berkeley, CA. No remote work options are available for this role.

The above is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

International House is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Application

Please apply by submitting an application on our website with: