Event Coordinator

Posting Details

Position Information

Position TitleEvent Coordinator

Job Description

Job Summary

As a key member of a lean and committed Special Events team, you will help coordinate events and experiences for people and departments across campus and with external audiences nationwide. You will contribute and assist in a team environment for the effective and efficient delivery of events and experiences that are on brand, meet goals and objectives, and exceed customer expectations externally and internally.

Essential Job Functions

As assigned by the Director and Manager of Special Events, provide event coordination support for events on campus and around the country. In addition to special event activities, event coordination support will be provided to the IA Programs collective teams. Traveling 30% of the year to support these various events is expected.

Manage production deadline spreadsheets to keep projects on schedule. Includes submitting production mail memos and attending the weekly meetings with production partners on campus.

Manage registration pages and promotion emails. Includes managing the intake form for events.

Facilitate work process with Special Event Planners - actively monitoring the timeline for completing tasks within projects, ensuring all deliverables are finished on time, tracking progress, identifying potential issues, and making adjustments as needed to maintain a smooth workflow.

Assist with coordinating assigned events, including compiling attendee demographics, managing communication via phone, mail, and email from registrants, creating rosters and reports/lists, event and work orders, rooming lists, maintaining waitlist sheets, etc.

Assist with event tasks such as setting up literature, managing registration, and cleaning up and tearing down after events.

Assist with additional pre-event activities, including coordinating event marketing materials, proofing materials, updating website information, etc.

Assist in after-hours activities - available to work after-hours and on weekends is expected.

Seek training to enhance or learn new skills such as event software, project and time management, business writing, and communication, etc.

Required Qualifications

This position requires a high school education and one year of experience in an office setting or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Other Skills

Other Skills

Ability to keep calm and remain personable under pressure.

Ability to handle a wide variety of assignments simultaneously and prioritize appropriately.

Must be skilled in Excel, Microsoft Word, and Microsoft Office and have the ability to learn the software and platforms required.

Be accurate and detail-oriented and possess good interpersonal skills in dealing with College staff on the phone and in person.

Must maintain an acceptable attendance record, be punctual, and meet deadlines.

Ability to work in a fast-paced environment with deadline pressures.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College's original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.

Physical Demands

Posting Detail Information

Posting NumberS157P

Open Date06/03/2025

Close Date

Open Until FilledYes

Special Instructions to Applicants