Event Coordinator Sr.

Arizona State University•Tempe, AZ

2d•$45,000 - $55,000

About The Position

Reporting to the Manager of Marketing and Communication, the Events and Marketing Coordinator will be responsible for the planning, production and marketing of the school’s wide variety of events, meetings, conferences and seminars. In addition, the position will assist with some other areas of marketing, as well as posting general day-to-day updates of content to the School’s web site. The ideal candidate will bring previous events management and marketing experience. Required skills include excellent organizational capabilities and the ability to manage multiple projects and thrive in a fast-paced environment. The ideal candidate should also demonstrate a passion for higher education and the university environment, with high level attention to detail, a commitment to excellence, and the ability to navigate shifting situations and last-minute changes.

Requirements

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Excellent organizational capabilities and the ability to manage multiple projects and thrive in a fast-paced environment.
Proficient with Microsoft Office Suite programs: Word, Excel, Outlook, Power point, Acrobat.
Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Nice To Haves

Familiarity with ASU branding.
Experience working in academic settings is a plus.
Photography skills are a plus.
Drupal experience is a plus.
Strong design and technical skills working in Adobe Creative Suite including Illustrator, Photoshop, and InDesign are a plus.
Salesforce Marketing Cloud experience is a plus.

Responsibilities

Ensure a welcoming and inclusive environment where all community members have a high-quality experience (community members include faculty, staff, students, high-profile guest speakers, university leaders, donors, visitors and others).
Serve as representative and point of contact at events on-site, off-site, virtual and hybrid, with university departments and external community.
Serve as primary coordinator of the School’s signature events and programs, including Fall Welcome, Coffee Break, Breakfast For Your Brain, Cryptorally, ASU Math Day, Mathematics and Statistics Career Day, Actuarial Science Career Day, ASU Homecoming Block Party, Holiday Party, Wexler Senior and Junior Mathematical Dinners, ASA DataFest, Pi Day 5k Run, Celebration of Women in Mathematics, Spring BBQ, ASU Open Door, School Scholarship and Awards Ceremony, Charles Wexler Awards, and more.
Work with faculty, staff and student clubs and external clients to coordinate hosting of meetings, seminars, colloquia, conferences, workshops and other events at the School.
Plan, maintain and track all event logistics including, but not limited to: scheduling, facilities, registration, maintaining online reservation systems and tracking RSVPs, participant communications, collateral materials, staffing, tracking attendance, obtaining photo releases, producing name tags and check-in sheets, vendor selection, contract negotiation, catering and food services, janitorial services, room set-up and break-down, audio-visual and computer equipment, outside vendor management, and special needs accommodations to ensure delivery of successful, effective and smooth events.
Develop event planning expertise, especially as it pertains to using the School and University spaces and approved vendors.
Track purchases, invoices, and payments of vendors.
Maintain and track budgets on all events, in accordance with objectives and funding parameters.
Stay current on University policies and procedures and assist with ensuring these guidelines are followed.
Exhibit strong interpersonal and problem-solving skills with a positive attitude and demeanor, especially when interfacing with internal and external guests.
Organize and lead event planning meetings to share and obtain information, activities and details for specific events.
Request and oversee activities of student workers assigned to events, including set-up, break down, clean-up, and re-set.
Track items stored in the events storage areas and submit and manage orders for replenishing supplies.
Work with the Manager of Marketing and Communication to conduct post event analysis in order to suggest future changes and identify areas of opportunity.
Maintain events and meeting room calendars and actively communicate with the appropriate teams to constantly provide real time updates in relation to events and other bookings.
Responsible for keeping event related School website pages up-to-date and reflective of accurate event information.
Post special events on ASU Events web pages, when needed.
Assist with marketing of events, such as flyers, posters, email communications and other materials, under the supervision of the Manager of Marketing and Communication.
Assist with posting general day-to-day updates of content to the School’s web site.
Assist with special projects and other duties, as assigned.