MIU Guest & Conference Center - Operations Associate in Fairfield, Iowa at Maharishi International University

About the Role

We are seeking a motivated and detail-oriented Guest Services & Conference Operations Associate to support daily guest interactions, event coordination, and administrative operations. This role is ideal for a candidate with strong communication skills, customer service experience, analytical thinking, and the ability to learn new systems quickly. While prior hospitality experience is not required, the selected candidate must demonstrate the potential to excel in a guest and conference environment through strong problem-solving, data handling, and process-oriented skills.

Key Responsibilities

Guest Services

• Provide professional, friendly, and timely support to guests, visitors, and event attendees.
• Address inquiries across multiple channels (in-person, phone, email) with clarity and professionalism.
• Assist with check-ins, registration processes, and visitor orientation.

Provide independent front desk coverage when needed, including guest-room assignments, key preparation, arrival and departure updates, room-readiness checks, and tracking cancellations, no-shows, and room changes.

Conference & Event Operations

• Support the logistical coordination of meetings, workshops, and large-scale events.
• Communicate event needs clearly to internal departments such as IT, facilities, and catering.
• Prepare attendee lists, reports, forms, materials, and room setups for each event.
• Monitor event flow, identify issues, and support last-minute operational adjustments.

Administrative & Data Support

• Perform accurate data entry, documentation, and tracking for guest and event records.
• Prepare simple reports and dashboards (Excel/Sheets) to support service improvement.
• Assist with scheduling, documentation updates, and maintaining event management tools.
• Organize digital files and ensure guest and event information is properly recorded.

Use Microsoft 365 and shared GCC systems, including the shared Outlook mailbox, Excel spreadsheets, calendars, shared files, and GCC-specific software, to track requests, update records, and follow up on outstanding items.

Cross-Team Collaboration

• Work closely with the operations, facilities, conference, and guest service teams.
• Help gather requirements, communicate updates, and bridge information between teams.
• Participate in meetings to improve processes, tools, and coordination workflows.

Coordinate daily operational needs with Housekeeping, Facilities, IT, Transportation, Security, and other teams; prioritize tasks, communicate updates, and escalate guest or facility issues when appropriate.

Qualifications

• Strong communication, customer service, and interpersonal skills.
• Ability to understand workflows and follow structured processes.
• Strong data-entry accuracy and comfort using digital tools and online systems.
• Analytical mindset with the ability to interpret forms, logs, and basic reports.
• Ability to learn new software platforms and user interfaces quickly.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced environment while maintaining professionalism.
• Ability to identify patterns in feedback and operational data to improve service delivery.

Preferred Qualifications

• Experience in customer-facing or service-oriented roles.
• Familiarity with guest services, hospitality operations, or event support.
• Previous coordination experience across multiple departments or teams.
• Understanding of user experience (UX) principles, enabling better communication with IT and digital services teams.