Event Coordinator

Our client is a well-known university located in New York, New York, renowned for its commitment to academic excellence, innovative research, and vibrant campus life. As a prestigious institution, the university fosters an environment where students, faculty, and staff thrive through diverse opportunities, inclusive community engagement, and top-tier resources. With a strong emphasis on interdisciplinary collaboration and community outreach, this university is dedicated to cultivating future leaders and advancing knowledge across various fields. The university’s Office of the President organizes a broad spectrum of events ranging from academic symposia, cultural celebrations, and distinguished guest lectures to strategic initiatives that support the university’s mission and vision.

The role of an Event Coordinator at this university is vital to ensuring the smooth execution of these events while delivering outstanding hospitality and seamless operations. The Event Coordinator will work under the direction of senior staff within the Office of the President to manage logistical arrangements, including vendor selection and negotiation, coordinating with internal and external partners, and maintaining crucial event databases. This role requires a detail-oriented individual capable of tracking venue reservations, managing supplies inventory, and conducting extensive research on speakers and guests, ensuring every event component is meticulously planned and executed.

Beyond logistics, the Event Coordinator acts as the frontline ambassador for customer service during events, providing onsite support such as event setup, meeting coordination, and general guest services to create memorable experiences for all attendees. This position also involves monitoring event-related communications through phone lines and email, developing customer service templates, and delivering in-person assistance at registrations and welcome desks. Maintaining a thorough understanding of the Office of the President’s style guide, the coordinator contributes to web content, event materials, proposals, program ideation, and drafting executive-level communications.

Moreover, this position demands proficiency in various event management and communication software like Social Tables, Airtable, MailChimp, Bedework, and Filemaker. The coordinator is responsible for maintaining structured processes, suggesting improvements for tracking project developments, and supporting the team with project-related tasks. They will also handle post-event activities such as archiving promotional materials, capturing data for reporting, and assisting with special projects directed by senior leadership. Establishing strong partnerships with stakeholders and providing collaborative support across teams are key aspects of this role.

This full-time opportunity is ideal for dynamic individuals passionate about event management within a stimulating academic environment. While the salary specifics are not disclosed, the position offers a unique chance to contribute to a prestigious university’s high-profile events and programs, providing excellent professional growth and networking prospects. The role demands a bachelor’s degree or equivalent, combined with strong organizational, communication, and customer service skills. Candidates should be proactive, adaptable, and ready to engage with diverse teams and complex projects to drive successful event outcomes and enhance the university’s reputation through superior event execution.