Senior Special Events Coordinator

POSTED: January 6, 2022
BUSINESS: Purdue for Life Foundation
POSITION TYPE: Full-time
START DATE: Immediate Availability

Essential Functions

  • Create unique guest experiences for the alumni, donors, and friends of Purdue University.
  • Independently coordinate and manage 4-6 events assigned by Office of Special Events Leadership staff.
  • Plan and stage high-level events, on and off campus, designed to serve Purdue University and Purdue for Life Foundation’s engagement and advancement missions.
  • 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

Events

  • 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 Ascend before, during and after each event, including developing attendee lists, creating nametags and coding participations post-event.
  • Assist in the development of idea boards, event program outlines, budgets, and space diagrams.
  • Lead in the creation and execution of program outlines for events as assigned.
  • 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 and/or College Unit business offices to process billings, work orders, and invoices in timely fashion.
  • Serve as primary point of contact to Colleges of Liberal Arts and Education for event operations and communications with support from the Manager of College Special Events.
  • Ensure that the Manager of College Special Events is well-informed regarding event logistics, communications and any relevant information pertaining to assigned events.
  • Develop/manage invitation mail files with various criteria.
  • Complete Ascend updates and reports in a timely fashion.
  • Understand and utilize a variety of event software including Saleforce CRM Listings, Social Tables, Canva, Qualtrics, inMotion ignite, YouTube, Vimeo, etc.
  • Work as part of a centralized events team to reach team goals.

Administrative

  • Provide feedback and support for the day-to-day operational structure of the team to the Manager of College Special Events.
  • Organize and maintain office storage systems containing confidential documents, research, etc.
  • Other duties as assigned.

Knowledge, Skills 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.
  • Must be able to handle confidential information.
  • 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.
  • Regular and reliable attendance are requirements of this position.

Education/Experience

  • Associates degree or above required.
  • Minimum of two years’ experience in event planning field required.
  • Supervisory experience preferred, but not required.

    

If you are interested in applying, please click here to begin the process: https://www.applyatprf.com.The application deadline is Friday, January 28, 2022. A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation is an equal opportunity, affirmative action employer. PRF views, evaluates, and treats all persons in all Foundation-related activities solely as individuals on the basis of their own personal abilities, qualifications, and other relevant characteristics.  All qualified applicants for employment will receive consideration without regard to race, religion, color, gender, national origin or ancestry, genetic information, marital status, parental status, sexual orientation, gender identity and expression, disability, or status as a veteran.

 

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