Events Coordinator (Part-time)

Theodore Roosevelt Presidential Library Foundation • Medora, ND

2h • Onsite

About The Position

The Event Coordinator is responsible for assisting in the planning, organization, and execution of events. This role involves coordinating with vendors, managing event logistics, and ensuring a seamless and positive experience for all attendees. The Event Coordinator will work closely with the Director of Events and Protocol to bring event concepts to life, from initial planning stages through to post-event evaluation.

Requirements

• Bachelor’s degree in Hospitality Management, Event Management, Communications, Marketing, or a related field preferred; equivalent professional experience will be considered.
• 3+ years of experience in event planning, with a specific focus on coordinating special events such as receptions, dinners, and weddings, etc.
• Demonstrated foundation in event planning principles, including communication, project management, and budget oversight.
• Demonstrated success in managing event logistics from conception to completion.
• Proven ability to manage vendor relationships and negotiate contracts for venues, catering, and AV equipment.
• Experience with budget management, including tracking expenses and identifying cost-saving opportunities.
• Exceptional written and verbal communication skills for professional correspondence with speakers, sponsors, and attendees.
• Proficiency in event management software (e.g., Cvent, Eventbrite, or similar platforms) and the Microsoft Office Suite/Google Workspace.
• Strong problem-solving skills with a track record of handling on-site issues with professionalism and efficiency.
• Ability to lift and move objects up to 30 pounds.
• A combination of office-based work with hands-on activity at event sites.
• Flexibility to work weekends, evenings, and holidays as required by the event schedule.
• Occasional travel may be required for out of town events.
• This is a full-time, salary/exempt position based in Medora, North Dakota.

Responsibilities

• Assist in the development and implementation of event plans and concepts.
• Liaise with clients to identify their needs and to ensure customer satisfaction.
• Coordinate with vendors, exhibitors, and stakeholders during event planning.
• Manage event setup, teardown, and follow-up processes.
• Book venues and negotiate fees.
• Arrange food and beverage, order supplies and audiovisual equipment, and order event signs.
• Organize facilities and manage all event details such as decor, catering, entertainment,
• transportation, location, invitee list, special guests, equipment, promotional material, etc.
• Ensure compliance with insurance, legal, health, and safety obligations.
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
• Conduct pre- and post-event evaluations and report on outcomes.

Benefits

• Full benefits include 403(b), medical insurance, dental insurance, vision insurance, life insurance, short-term and long-term disability, as well as 20 days of paid time off and 10 days of holidays.

What This Job Offers

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