Special Events Coordinator

POSTED: April 5, 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.
  • Plan and stage high-level events, on and off campus, designed to serve Purdue University and Purdue for Life’s engagement and advancement missions.
  • Develop/coordinate event communication pieces e.g., emails, letters, forms, packets, registrations, invitations, reminders, pre-event emails, printed programs, PowerPoint slides,  and screen dress.
  • Manage the registration process via Ascend before, during and after each event, including developing attendee lists, creating nametags and coding participations post-event.
  • 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

  • Assist in the development of idea boards, event program outlines, budgets, and space diagrams.
  • 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 to process billings, work orders, and invoices in timely fashion.
  • Organize and maintain office storage systems containing confidential documents, research, etc.
  • Must be able to handle confidential information.
  • Develop/manage invitation mail files with various criteria.
  • Complete Ascend updates and reports in a timely fashion.
  • Work as part of a centralized events team to reach team goals.
  • Other duties as assigned. 

Knowledge/Skills/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.
  • 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. 

Education/Experience

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

If you are interested in applying, please click here to begin the process: https://www.applyatprf.com.  The application deadline is Friday, April 29, 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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