Events Planner

Job Description

The Event Coordinator will be responsible for planning, organizing, and executing a wide range of events for the university, including academic and spiritual conferences, student activities, University promotional events, commencement ceremonies, and more. This position requires a highly organized, detail-oriented individual with excellent communication skills, the ability to manage multiple projects simultaneously, and a passion for creating exceptional experiences that reflect the university’s values and mission.

Duties and Responsibilities

• Event Planning & Coordination:
  • Develop and execute a wide variety of on-campus and off-campus events, from inception through completion, ensuring they align with the university’s goals and brand.
  • Coordinate logistics, including securing venues, organizing transportation, managing event schedules, and overseeing event materials and supplies.
  • Collaborate with faculty, staff, and student organizations to ensure events meet departmental objectives and student engagement goals.
• Vendor Management & Budgeting:
  • Source, negotiate, and manage relationships with external vendors, including caterers, audiovisual technicians, decorators, and transportation providers.
  • Develop and manage event budgets, ensuring all costs are tracked and managed effectively while maximizing resources.
  • Maintain contracts and oversee payments for services rendered, ensuring that all deliverables are met.
• Marketing & Promotion:
  • Collaborate with the marketing team to create engaging content and promotional materials for upcoming events.
  • Track event attendance and engagement, gathering feedback for continuous improvement.
• Event Execution & On-Site Management:
  • Provide on-site management during events, ensuring smooth execution and troubleshooting any issues that arise.
  • Coordinate volunteers and event staff, ensuring they are properly trained and assigned to their responsibilities.
  • Oversee event setup, registration, and ensure that all equipment, signage, and décor are in place.
• Post-Event Evaluation & Reporting:
  • Prepare post-event reports, including data on attendance, engagement, and budget adherence, and make recommendations for improvements for future events.
  • Post-Event clean-up ensuring the campus and/or venue are in back in working shape.
• General Administrative Support:
  • Maintain event calendars, schedules, and timelines for all university events.
  • Assist in maintaining event files and databases for future reference and reporting.
  • Ensure compliance with university policies, procedures, and safety regulations in the planning and execution of events.

Qualifications

• Education:
  • Bachelor's degree in Event Planning, Hospitality Management, Public Relations, Communications, or a related field, or equivalent experience preferred.