Special Events Coordinator

POSTED: January 4, 2019

BUSINESS: Purdue Research Foundation

LOCATION: Purdue University Campus

POSITION TYPE: Full-time 

START DATE: Immediate Availability

Essential Functions:

  • Select vendors, review contracts and create unique experiences. Coordinate committees responsible for the event strategies.
  • Communicate regularly with Development teams to ensure fund-raising strategies are instituted for all events.
  • Responsible for producing all types of correspondence for events, such as letters, forms, packets, emails, etc.
  • Develop and maintain event attendee lists.
  • Manage invitation mail files with various criteria.
  • Arrange delivery of materials to event sites.
  • Responsible for onsite event management including facilities, food and beverage, signage, displays, audio-visual equipment, printing of event materials, security, and supervision of volunteers.
  • Resolve issues with vendors with an understanding of safety, guests’ satisfaction, and University liabilities.
  • Set-up travel and accommodations for participants, guests and staff.
  • Create and provide event outlines to designated University staff and attendees in advance to assist them in their preparations for the event.

Additional Responsibilities

  • 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 strategic table seating assignments for groups of up to 1000 guests.
  • Ensure all ADA requests are handled in an appropriate manner.
  • Organize and maintain office storage systems containing confidential documents, research, etc.
  • Collaborate with Special Events Administrative Assistant to process billings and invoices in timely fashion.
  • Complete Advance C/S updates and reports in a timely fashion.

Knowledge, Skills and Abilities:

  • Must be able to multi-task.
  • Must 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 represent the University with tact and diplomacy.
  • Must be able to work under pressure and with frequent interruptions.
  • Excellent computer skills including Microsoft Word, Excel and Internet.
  • Must be able to handle confidential information.
  • Must be able to work evenings, weekends and must be able to travel.
  • Must be able to occasionally lift up to 40 pounds.
  • Regular and reliable attendance are requirements of this position.

Education/Experience:

  • Associate’s degree preferred.
    • Must have at least one year of experience in event planning, conference coordination, or hospitality management.

Application Instructions:

If you are interested in applying for this position, please send a cover letter and resume to the Director of Human Resources at humanresources@prf.org by Friday, January 25, 2019. 

A criminal conviction check and negative controlled substance test are required for employment in this position. 

Purdue Research Foundation does not accept resumes from third-party recruiters.

Purdue Research Foundation is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

 

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