Event Coordinator

Embry-Riddle Aeronautical University • Daytona Beach, FL

37d • Onsite

About The Position

The Event Coordinator supports the Daytona Beach campus by coordinating a wide range of externally and internally sponsored events. Reporting to the Manager of Campus Events, this role ensures seamless planning, execution, and evaluation of conferences, camps, internships, and institutional events while supporting university branding and administrative operations.

Requirements

• Bachelor’s degree in Event Management, Hospitality, Business, or related field; or equivalent experience (minimum 3 years in event planning or coordination).
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and collaboratively across departments.
• Strong time management skills with the ability to meet deadlines.
• Flexible schedule required, including evenings and weekends.
• Ability to travel out of state for events and trade shows (2–3 times annually).
• Must have reliable transportation.
• Ability to lift and transport materials up to 25 pounds on occasion.

Nice To Haves

• Experience with event management systems (25Live or similar platforms preferred).
• Experience in higher education, conference services, or large-scale event coordination.

Responsibilities

• Serve as the primary point of contact for external clients, summer camps, and internal internship programs.
• Coordinate logistics for conferences and group events in alignment with university policies and standards.
• Consult with clients to define event goals, timelines, and service requirements.
• Collaborate with campus partners (Campus Safety, IT, Catering, Housing, Student Union, Creative Services, etc.) to ensure successful event execution.
• Manage event scheduling and communications through the university event management system (SchedulER).
• Partner with the Budget Office to support billing accuracy, revenue tracking, and financial reporting.
• Identify opportunities to improve processes and enhance the client experience.
• Participate in cross-training across all aspects of event planning and execution.
• Progressively assume ownership of smaller events and components of larger programs, with the expectation of independently managing select events within 6–12 months.
• Assist with administration of the University’s trademark and licensing program to support brand compliance and revenue initiatives.
• Review and assist with approval of artwork submissions via the Affinity Gateway licensing portal, as delegated.
• Support review of student organization artwork submissions within Campus Groups prior to licensing approval.
• Participate in university-sponsored trade shows and related events (approximately 2–3 times annually).
• Maintain and update the campus event management system (SchedulER).
• Process requisitions and maintain accurate documentation for event-related expenses.
• Maintain organized records, reports, and event files.
• Participate in planning and logistics meetings.
• Support revenue tracking, forecasting, and annual budget preparation.
• Ensure accurate data entry throughout all phases of event planning, execution, and closeout.
• Assist in planning and execution of major university events, including Commencement, Convocation, Homecoming, Family Weekend, and the Presidential Speaker Series.
• Coordinate with campus departments to support venue setup, logistics, and resource management.

Benefits

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year.
• You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period.
• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level