Project/Event Coordinator

We are seeking a creative and detail-oriented Event Coordinator to support the Office of Research and Innovation (ORI)—including the Communications team, the Office of Postdoctoral Affairs (OPA), and the National Security Initiative (NSI)—in managing and expanding a diverse portfolio of events, such as speaker series. This hybrid role requires in-office presence once per week, with additional onsite work as needed for event preparation and execution.

Responsibilities

• Event planning and management (50%)
  • Procure venue space and coordinate vendor services (e.g., poster easels, signage)
  • Develop and produce event materials (e.g., nametags, slide decks, rosters)
  • Coordinate catering, hybrid format/technology/AV needs, and event photography/video
  • Develop and oversee registration forms and attendee lists
  • Manage day-of duties (e.g., set-up, registration, A/V, wayfinding)
  • Complete post-event activities (e.g., photo post-production, metrics tracking, evaluation summaries, vendor invoices)
  • Maintain event records, timelines, checklists, and planning documents
  • Develop recommendations to improve future event processes
• Project coordination and stakeholder engagement (15%)
  • Assist with event committee formation and lead meetings
  • Coordinate with ORI leadership, faculty, staff, speakers, sponsors, and vendors
  • Track deliverables and deadlines
• Communications and digital content (15%)
  • Develop promotional messaging and materials
  • Coordinate attendee communications
  • Distribute presentation materials and recordings
  • Support event marketing, including development of event webpages and digital materials
• Online seminar planning and management (20%)
  • Set up Zoom webinars and registration
  • Assign presenter and co-host roles
  • Provide support during events (monitor chat, Q&A, add links)
  • Create webinar surveys and post recordings to event pages
  • Coordinate logistics for paid seminars (track payments, deliver materials)

Requirements

• Proficiency with event management software, digital marketing tools, survey tools, Zoom, Teams, and budget tracking
• Knowledge equivalent to a four-year degree in Public Relations, Communications, Business, Event Management, or related field
• One to three years of progressively responsible experience in event management and project coordination
• Experience with word processing, database, spreadsheet, desktop publishing, and presentation software

Qualifications

• Bachelor’s degree in Communications, Event Management, Public Relations, Marketing, Public Administration, or related field (or equivalent experience)
• Four to five years of experience in event management

Work Environment

This role requires moderate physical activity, including prolonged standing, walking, and occasional lifting of up to 50 pounds. Work may occur in laboratories, greenhouses, outdoor environments, or other settings with varying conditions.

This is a hybrid position requiring in-office presence once per week, with additional onsite work as needed for event support.