Event Specialist | University Events

University of Notre Dame • Notre Dame, IN

2d • Onsite

About The Position

The University Events team plays a vital role in bringing people together through academic, athletic, social, alumni, and celebratory events. Reporting to the Director of Social & Wedding Events, the Event Specialist serves as a trusted partner and resource for internal constituents and external clients. This role directly impacts the campus experience by transforming a client's vision into a seamless event. The Event Specialist plans and executes a diverse portfolio of events, including university traditions, football weekends, alumni gatherings, milestone celebrations, recognition events, conferences, departmental functions, private celebrations, and signature campus experiences. A primary focus during the peak wedding season in June and July is the planning and execution of weddings. The Event Specialist manages multiple concurrent events, oversees logistics, monitors budgets, coordinates campus and vendor resources, and delivers exceptional customer service throughout the event lifecycle. As a liaison between clients and catering providers, this role develops customized event experiences that align with client goals, preferences, and budgets. Responsibilities include overseeing menu planning, service delivery, accommodations, and event flow to ensure every detail is executed with precision. The successful candidate will guide clients through a consultative planning process, develop detailed event proposals, and manage events from concept through completion. This includes coordinating campus services such as catering, facilities, information technology, audiovisual support, transportation, lodging, and public safety; managing vendor relationships and contracts; resolving operational challenges; and providing on-site event management. The Event Specialist must balance competing priorities, adapt to last-minute changes, and deliver memorable experiences that reflect the University's commitment to excellence, hospitality, and community.

Requirements

• Bachelor's degree or an equivalent combination of education, training, and professional experience.
• Professional experience in event planning, hospitality, project coordination, university events, or a related field.
• Demonstrated experience managing events from planning through execution, including timeline development, stakeholder coordination, and budget oversight.
• Strong communication, interpersonal, and customer service skills, with the ability to guide clients through a consultative planning process.
• Experience coordinating multiple projects simultaneously while maintaining attention to detail and meeting deadlines.
• Ability to negotiate contracts, manage vendor relationships, and collaborate effectively with departments and service providers.
• Strong problem-solving skills and the ability to respond calmly and effectively to operational challenges, emergencies, and changing event needs.
• Availability to support evening and weekend events, including football weekends, major university events, and peak event seasons.

Nice To Haves

• Experience coordinating social events, milestone celebrations, athletic events, alumni gatherings, conferences, academic ceremonies, or other high-touch events requiring extensive client interaction.
• Experience managing multiple large-scale events in a hospitality, venue, university, conference, or event management environment.
• Familiarity with higher education administrative structures, campus traditions, and university operations.
• Experience supporting football weekends, alumni engagement events, commencement activities, or other signature campus events.
• Knowledge of risk management principles, liability mitigation, and event licensing requirements.

Responsibilities

• Plan and execute a diverse portfolio of events, including university traditions, football weekends, alumni gatherings, milestone celebrations, recognition events, conferences, departmental functions, private celebrations, and signature campus experiences.
• Manage the planning and execution of weddings during the peak wedding season (June and July).
• Manage multiple concurrent events, overseeing logistics, monitoring budgets, and coordinating campus and vendor resources.
• Deliver exceptional customer service throughout the event lifecycle.
• Serve as a liaison between clients and catering providers, developing customized event experiences.
• Oversee menu planning, service delivery, accommodations, and event flow.
• Guide clients through a consultative planning process.
• Develop detailed event proposals.
• Manage events from concept through completion.
• Coordinate campus services such as catering, facilities, information technology, audiovisual support, transportation, lodging, and public safety.
• Manage vendor relationships and contracts.
• Resolve operational challenges.
• Provide on-site event management.
• Balance competing priorities, adapt to last-minute changes, and deliver memorable experiences.

Benefits

• The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment.

What This Job Offers

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