Events & Hospitality Administrator

About this role

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.