Event Coordinator

Daytona Beach, FL, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $45,000.00 - $50,000.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health savings account

Dental Insurance

Opportunities for advancement

Vision Insurance

Paid holidays

Health Insurance

Retirement Plan

Job Description

Embry-Riddle Aeronautical University is celebrating its Centennial, marking 100 years of leadership in aviation and aerospace education. With vibrant residential campuses located in Daytona Beach, Florida, and Prescott, Arizona, as well as a Worldwide network spanning nearly 120 global locations, it stands as the world’s largest aviation and aerospace university. Embry-Riddle has consistently driven innovation in STEM education, serving more than 30,000 students worldwide. The university offers cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space. These programs empower the next generation of leaders to shape the future of flight, exploration, and discovery. As it enters its next century, Embry-Riddle remains committed to excellence, innovation, and preparing graduates who will transform industries and redefine what is possible.

The opportunity at hand is for an Event Coordinator to support the Daytona Beach campus. This role involves coordinating a wide range of externally and internally sponsored events such as conferences, summer camps, internships, and institutional events. Reporting directly to the Manager of Campus Events, the Event Coordinator plays a vital role in ensuring seamless planning, execution, and evaluation of these events while supporting university branding and administrative functions. The annual salary range for this position is $45,000 to $50,000, with the final offer dependent on the candidate’s experience, skills, and qualifications. The Event Coordinator will be responsible for managing event logistics, client communications, and coordinating with multiple campus partners including Campus Safety, IT, Catering, and Housing among others to ensure successful event delivery. Additional responsibilities include managing the university’s event management system, supporting budgeting and financial tracking, administering aspects of the university’s trademark and licensing program, and assisting with major campus events like Commencement, Convocation, Homecoming, and the Presidential Speaker Series. This role requires a flexible schedule including availability during evenings and weekends as well as occasional travel for events and trade shows. Embry-Riddle offers an enriching workplace culture that prioritizes wellness and professional growth, backed by generous benefits such as comprehensive health coverage, full tuition coverage for one degree, retirement contributions, and generous paid time off. This role not only supports the university’s vibrant event ecosystem but also contributes to its mission of advancing aviation and aerospace education globally.

Job Requirements

Bachelor’s degree in Event Management, Hospitality, Business, or related field or equivalent experience
minimum 3 years in event planning or coordination
strong organizational skills
excellent written and verbal communication skills
strong attention to detail
ability to work independently and collaboratively across departments
strong time management skills
flexible schedule including evenings and weekends
ability to travel out of state 2-3 times annually
must have reliable transportation
ability to lift and transport materials up to 25 pounds on occasion

Job Qualifications

Bachelor’s degree in Event Management, Hospitality, Business, or related field or equivalent experience (minimum 3 years in event planning or coordination)
strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
excellent written and verbal communication skills
strong attention to detail and problem-solving abilities
ability to work independently and collaboratively across departments
strong time management skills with the ability to meet deadlines
experience with event management systems (25Live or similar platforms preferred)
experience in higher education, conference services, or large-scale event coordination

Job Duties

Serve as the primary point of contact for external clients, summer camps, and internal internship programs
coordinate logistics for conferences and group events in alignment with university policies and standards
consult with clients to define event goals, timelines, and service requirements
collaborate with campus partners including Campus Safety, IT, Catering, Housing, Student Union, and Creative Services for successful event execution
manage event scheduling and communications through the university event management system (SchedulER)
partner with the Budget Office to support billing accuracy, revenue tracking, and financial reporting
identify opportunities to improve processes and enhance the client experience
participate in cross-training across all aspects of event planning and execution
progressively assume ownership of smaller events and components of larger programs with expectation of independently managing select events within 6-12 months
assist with administration of the university’s trademark and licensing program to support brand compliance and revenue initiatives
review and assist with approval of artwork submissions via the Affinity Gateway licensing portal
support review of student organization artwork submissions within Campus Groups prior to licensing approval
participate in university-sponsored trade shows approximately 2-3 times annually
maintain and update the campus event management system (SchedulER)
process requisitions and maintain accurate documentation for event-related expenses
maintain organized records, reports, and event files
participate in planning and logistics meetings
support revenue tracking, forecasting, and annual budget preparation
ensure accurate data entry throughout all phases of event planning, execution, and closeout
assist in planning and execution of major university events including Commencement, Convocation, Homecoming, Family Weekend, and the Presidential Speaker Series
coordinate with campus departments to support venue setup, logistics, and resource management