Special Events Coordinator

POSTED: October 8, 2021
BUSINESS: Purdue for Life Foundation
START DATE: Immediate Availability

Essential Functions

  • Create unique guest experiences for the alumni, donors and friends of Purdue University.
  • Plan and stage high-level College-affiliated events, on and off campus, designed to serve Purdue University and Purdue for Life’s engagement and advancement missions.
  • Help identify the client’s requirements and expectations for each event and outline a plan to help them achieve their event goals.
  • Develop/coordinate event communication pieces e.g., emails, letters, forms, packets, registrations, invitations, reminders, pre-event emails, printed programs, PowerPoint slides, screen dress, etc.
  • Develop/manage invitation mail files with various criteria.
  • Manage event attendee lists.
  • Develop/confirm seating assignments and communicate head tables to designated University staff in advance to assist them in their preparations for the event.
  • Assist in the development of idea boards, event program outlines, budgets and space diagrams.
  • Set up travel and accommodations for special guests and/or event participants.
  • Research and reserve event space.
  • Establish and maintain relationships with vendors and venues.
  • 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.
  • 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.
  • Work as part of a centralized events team to reach team goals.
  • Must be able to work evenings, weekends and must be able to travel.


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 all ADA requests are handled in an appropriate manner.
  • Organize and maintain office storage systems containing confidential documents, research, etc.
  • Collaborate with Special Events Executive Assistant to process billings, work orders and invoices in timely fashion.
  • Must be able to handle confidential information.
  • Complete Ascend updates and reports in a timely fashion.
  • Other duties as assigned.


Knowledge, Skills and Abilities

  • Articulate 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 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 occasionally lift up to 50 pounds, with or without assistance.
  • Regular and reliable attendance are requirements of this position.



  • Associate’s degree required.
  • Must have a minimum of one year of experience in event planning, 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, October 29, 2021.

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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