Events and Meetings Coordinator

The Events & Meetings Coordinator is a full-time position responsible for overseeing internal and external facility rentals across Teton Science Schools' (TSS) three campuses. Rentals are mission-aligned and often related to education, youth development, conservation, or similar fields, though they do not typically include outdoor learning experiences or educational programming. This role ensures high-quality customer service and operational efficiency, collaborating with departments such as Field Education, Wildlife Expeditions, and Sales. The Coordinator also supports operational systems for Outdoor Learning School programs, including linen management, external cleaning team schedules, and campus logistics. As a customer-facing role, the Coordinator represents TSS through professionalism and excellent service.

Qualifications:

• Exceptional customer service skills and the ability to navigate complex situations
• Strong organizational skills with attention to detail
• Ability to effectively manage and delegate tasks
• Clear and professional communication skills in both written and verbal formats
• Ability to collaborate effectively with multiple supervisors and cross-departmental teams
• Commitment to diversity, equity, and inclusion in education and the workplace
• Bachelor’s degree or equivalent experience preferred
• Familiarity with Google Suite
• Retail and hospitality experience preferred

Working Conditions & Physical Requirements:

• Primarily based on the Jackson Campus, with potential work on other TSS campuses
• Availability for non-traditional hours, including evenings, holidays, and weekends, to support events and programs
• Ability to drive 15-passenger vans and minibuses
• Capable of bending, stooping, and lifting up to 50 pounds
• Proficient in typing and effective communication

Responsibilities:

Facility Rental Coordination:

• Serve as the primary coordinator for facility rentals across three residential campuses, managing communication, campus preparation, arrival/departure logistics, orientation, and troubleshooting.
• Book, reserve, coordinate, and execute all aspects of internal events, meetings, programs, meals, and staff/visitor stays.
• Coordinate group check-ins, including key exchange, maps, arrival packets, and other materials.
• Assist with post-event cleanup and facility resets for incoming groups.
• Manage logistics for remote employee stays, including car and lodging reservations, key exchange, linens, and food service needs.
• Support operations for events and meetings on all campuses, including residential lodges, dining lodges, and administrative offices.

Front Desk Operations:

• Act as the primary point of contact at the Jackson Campus Welcome Center, answering phone calls, greeting visitors, and ordering/managing office supplies.
• Coordinate incoming and outgoing mail, packages, and shipments.
• Assist with school gift shop operations during working hours
• Collaborative and Cross-Departmental Work:
• Serve as the liaison for events and meetings within the organization-wide and Field Education-specific operations teams.
• Support cross-organizational initiatives and contribute to inclusive work and learning environments by fostering cultural competence.

Additional Duties:

• Perform other administrative and operational tasks as assigned.
• Assist with ongoing development of operational systems across TSS campuses.
• Uphold TSS values and mission in all interactions and responsibilities.

This job description is not meant to state or imply that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their manager in compliance with federal and state laws.