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.