Special Events Coordinator - Bellarmine University Bellarmine University

Serves as the coordinator for all contracted events for non-athletic external space rentals including but not limited to: receiving all inquiries (calls/emails) from external clients, confirming space for external clients, writing agreements, acquiring insurance and deposits, coordinating all setup needs with external clients, coordinating logistics with internal departments such as Facilities, FMS, IT, and Security, confirming set ups with clients day of the event, and final billing. Is a coordinator for all sponsored events for all non-athletic space rentals as it relates to inter-departmental events including: receiving inquiries (calls/emails) from internal departments, confirming space, writing partner agreements, acquiring insurance, assist internal department when questions or issues arise, and final billing. Assist the Director with the efficient planning and execution of all large-scale university events.

• Strong organizational and project management skills with the ability to manage multiple events and deadlines simultaneously.
• Excellent interpersonal and communication skills, both written and verbal.
• Demonstrated ability to work effectively with external clients and internal departments.
• High attention to detail and accuracy in agreement preparation, billing, and logistics coordination.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn internal scheduling and billing systems.
• Familiarity with event logistics including insurance requirements, space planning, vendor coordination, and risk management.
• Ability to problem-solve in real-time and adapt quickly to changes or last-minute requests.
• Understanding of customer service principles and ability to maintain a professional demeanor in high-pressure situations.
• Availability to work flexible hours, including evenings and weekends, based on event scheduling.
• Must be able to work on-site during events and walk throughout the venue to coordinate setup and logistics.
• Commitment to supporting institutional policies and upholding professional ethics and confidentiality.
• At least two years' experience working in the Special Events field.
• Bachelor's degree

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