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Special Events Coordinator

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Job Qualifications

Do you enjoy ironing out details to provide an exceptional result?
Would people say you are marked as an excellent communicator?
Do you enjoy collaborating and working on a team?
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The Special Events Coordinator is responsible for coordination, oversight and implementation of all details of assigned conferences, events and meetings. Some examples are Core Institutional Events and Sponsored Events.

  • Coordinates all Core Institutional events (i.e. Graduation, Preview Day, Orientation, Trustee and Foundation Board events) and all Sponsored Events (camps, concerts and formal events)
  • Works with minimal direct supervision and must prioritize tasks and manage time effectively
  • Is an effective communicator and is characterized by interpersonal skills that convey to the client service, professionalism and confidence
  • Consults with institutional leadership to determine objectives and requirements for events such as conferences, retreats and meetings
  • Meets with event planning team and facilitation team to plan the scope and format of events
  • Characterized by creativity, planning and developing programs to achieve clients’ goals
  • Supports in the development of and adherence to event budgets
  • Understands and assigns event space to achieve effective use of resources
  • Monitors event activities to ensure client safety and compliance with applicable regulations and laws
  • Plans and oversees implementation of all event details including, but not limited to, hotel accommodations, meeting room assignment, room set-up, media, dining, signage, decorations, security, registration, marketing, printing, transportation, and off-site activities
  • Negotiates with off-campus vendors to secure rental items such as staging and other equipment
  • Inspects facilities to ensure they conform to client expectations
  • Reviews invoices from vendors to ensure accuracy
  • Maintains detailed records of each assigned event
  • Hosts pre-conference meetings to communicate details of upcoming events
  • Assists the Manager in office and project management to ensure efficiency and productivity
  • Consults with clients to determine objectives, scope and requirements for events
  • Understands and assigns event space to achieve effective use of resources

Work Environment

The Events Office oversees every event done on campus, which makes their office extremely important. From ballet recitals to large conferences, the Events Office is always going and allows you an exciting opportunity to meet guests of Southern and facilitate a great experience during events.
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