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