Special Events Coordinator

Special Events Coordinator

Department: Special Events

Employment Type: Full Time

Location: Purdue for Life Foundation

Description

*Applicants should reside in the greater West Lafayette, Indiana area.

Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates. The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career. Your next giant leap starts here. Apply today!

Essential Functions

• Create unique guest experiences for the alumni, donors, and friends of Purdue University.
• Plan and stage high-level events, on and off campus, designed to serve Purdue University and Purdue for Life's engagement and advancement missions.
• Develop/coordinate event communication pieces e.g., emails, letters, forms, packets, registrations, invitations, reminders, pre-event emails, printed programs, PowerPoint slides, screen dress, etc.
• Manage the registration process via SalesForce before, during and after each event, including developing attendee lists, creating nametags and coding participations post-event.
• Responsible for onsite event management (setup, teardown, and follow-up processes) including facilities, food and beverage, signage, displays, audio-visual equipment, security, and supervision of volunteers.
• Must be able to work evenings, weekends and must be able to travel.

Additional Responsibilities

• Assist in the development of idea boards, event program outlines, budgets, and space diagrams.
• Develop/confirm seating assignments and communicate head tables to designated University staff in advance to assist them in their preparations for the event.
• Communicate and coordinate with internal/external vendors to arrange event services including establishing products/services provided, contract review, scheduling, delivery of materials to event sites and payment.
• Create and provide event outlines to designated University staff and attendees in advance to assist them in their preparations for the event.
• Monitor customer relations from event registration through on-site guest satisfaction.
• Resolve onsite problems/issues with input from vendors with an understanding of safety/security issues, guest satisfaction, and University liabilities.
• Ensure all dietary restrictions and ADA requests are handled in an appropriate manner.
• Collaborate with Special Events Executive Assistant to process billings, work orders, and invoices in timely fashion.
• Organize and maintain office storage systems containing confidential documents, research, etc.
• Must be able to handle confidential information.
• Develop/manage invitation mail files with various criteria.
• Complete SalesForce updates and reports in a timely manner.
• Work as part of a centralized events team to reach team goals.
• Oversee the check-out process for office inventory, ensuring that all items are accurately logged and prepared for rental.
• Maintain an organized and up-to-date inventory of all event supplies and equipment, ensuring that all needs are met for optimal team performance
• Assist in managing event project submissions, ensuring efficient workflow and effective task delegation.
• Support day-to-day business operations with tasks such as managing correspondence, retrieving data or reports from organizational systems to answer team questions and ensure that all office resources are well-stocked and functioning properly.
• Under the direction of the Director of Special Events and Operations, contribute to the maintaining and updating of internal policies and procedures, or help guides to enhance self-service options for employees.
• Other duties as assigned.

Skills, Knowledge and Abilities

• Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy.
• Must be able to multi-task and be detail oriented.
• Excellent verbal and written communication skills.
• Must demonstrate strong planning/organizational, problem-solving, project management, customer relations, and critical thinking skills.
• Ability to influence and build work relationships among a diverse workforce at all levels.
• Must be able to work under pressure and with frequent interruptions.
• Excellent computer skills including Microsoft Word, Excel and Internet.
• Must be able to occasionally lift up to 50 pounds, with or without assistance.
• Must be willing and able to work outdoors in potential extreme heat or cold.

Required Education/Experience and Benefits

• Associates degree required.
• One year of experience in event planning or conference coordination or hospitality management required.

Benefits Summary for eligible employees:

• 10 paid holidays per year.
• Accrue up to 22 vacation days a year.
• Traditional pre-tax 403(b) and Roth retirement plans available.
• 10% employer contribution to your retirement plan and immediate vesting.
• Health Savings Account- earn up to $450 annually towards medical expenses.
• Employer funded Preventative Dental and Vision insurance.
• Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.