Events Coordinator.

About the role

Provide overall support to the Advancement Events Team, reporting directly to the Associate Director, in the planning and execution of Advancement Events. Responds to specific division objectives by contributing to the strategic and tactical development of events and programs for the institution that connect alumni with each other and the College in support of the priorities of Advancement.

Responsibilities

• Supports and assists the Advancement Events team in the planning and execution of the full portfolio of Advancement Events. Support includes preparation of event collateral, name badges, guest lists, briefing and flashcard information. Learns and utilizes event related software and systems.
• Supports and arranges team meetings and agendas. Attends events, as needed, providing on-site support required to ensure smooth execution of events.
• Assists Assistant Director with implementing and supporting programs designed specifically to engage alumni/ae, with special focus on Reunions and Homecoming. In collaboration with other Alumni Relations staff, provides administrative support to events that accomplish specific AR objectives while maintaining high levels of attention to detail, accuracy, sensitivity and a continuous focus on the purpose of those activities. Independently manages multiple assigned activities.
• Extracts data from the Advance database and generates reports. Provides support to class and/or volunteers; responds to requests for materials and information. Independently coordinates and completes on-going projects to help ensure data integrity in reports and databases.
• In collaboration with Department Coordinator, assists in event contract required processes and ensures payment for event-related vendor invoices. Provides support in submission of travel-related reimbursement for event staff.
• Participates in a series of training sessions to learn and then support the Advancement organization’s set of Core Values.

Qualifications

• Bachelor’s degree or the equivalent combination of education and experience with two years of relevant experience in event management.
• Demonstrated excellent attention to detail.
• Demonstrated successful work experience in a large and complex environment where collaboration with multiple stakeholders and flexibility are essential.
• Demonstrated creative planning, organizational, and problem-solving skills.
• Demonstrated knowledge of logistical event management.
• Demonstrated ability to use data for reporting, event planning and execution.
• Strong verbal and written communication skills and customer service ethic.
• Strong technology skills, including Microsoft Word, Excel, Outlook and Zoom as well as relational databases.
• Ability to prioritize and manage details on multiple events concurrently and in a fast-paced environment.
• Ability to be perceptive and responsive to direction set forth from Advancement leadership.