Events Coordinator

American University•Washington, DC

1d•Onsite

About The Position

The Events Coordinator is responsible for the operations essential to carrying out select events and programming initiatives within the School of Public Affairs. This includes serving as the liaison for internal and external vendors, event budgeting, and oversight. He/she is responsible for successfully executing developed concepts, supporting events, and following up on all aspects of programs and events. This position coordinates small and large events, provides administrative support to the communications team, and assists with marketing for the events, meetings, and conferences in support of and aligned with the School of Public Affairs’ strategic goals and mission. These events include major conferences, Dean’s Council meetings, SPA-related Alumni and Family Weekend Programs, commencement, undergraduate and graduate academic events and others. The Events Coordinator will serve as point person for the Events team, greeting and checking in guests as they arrive in the suite, coordinates, inventories, setting up event space, ordering catering and manages office supplies, stock and manage the special event’s closet and maintain adequate supplies of swag and gifts, manage SPA Events email account. The position also provides administrative support as needed for the Events team and is responsible for the creation of event registration websites.

Requirements

High school diploma or equivalent required.
2 - 4 years of relevant experience required.
Two to four years of experience in managing internal and external events, coordinating logistics, and marketing events to stakeholders in a year-round, complex, ambiguous environment with an extremely high volume.
A thorough understanding of event planning and management including logistics, budgets and event marketing.
Excellent customer service skills working with a variety of constituents.
Attention to detail and exceptional organizational skills.
Excellent oral and written communication, including the ability to interact with a variety of vendors on a regular basis.
Ability to work as an individual or part of a team based on the needs of each event, program or project.
Proven experience successfully handling multiple events at different stages simultaneously.
Familiarity with event industry language, trends and systems.
Must be able to handle growth and change in organizational development.
Knowledge and understanding of alumni, development and/or special events programming.
Proficiency in Microsoft Office applications: Word, Excel, PowerPoint, and Zoom.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Support the execution of SPA events by managing event logistics, ensuring smooth operations, and troubleshooting any issues that arise.
Provide on-site support during major events, ensuring all elements are properly set up and executed according to plan including but not limited to: Coordinate room reservations. Prepare events materials (name tags, programs, signage, snacks, etc.). Assist with catering setup and distribution of food/beverages. Set up and break down event spaces (chairs, tables, decorations). Assist with AV setup (microphones, projectors, sound systems) and troubleshooting technical issues during events. Coordinate in advance with the SPA Tech team when necessary to have additional support for high profile events that require audio visual support in Kerwin Hall.
Assist in developing and implementing SPA events, including PTI, SPA Leadership Program events, special undergraduate programming, and School-wide events as requested.
Work with the Communications team to develop, print, and mail/email appropriate invitations, programs, signage, and collateral materials for events.
Maintain an online calendar for all events
Assist with coordinating logistics for SPA Graduate Admissions events and other strategic programming as assigned.
Coordinate catering services for designated SPA events, ensuring menu selection aligns with event needs and budget.
Communicate with vendors to confirm orders, delivery schedules, and special dietary requirements.
Work with the SPA Budget team to ensure that catering contracts and purchase orders are approved ahead of the event date.
Manage administrative functions for staff, including filing, organizing paper flow, and composing general correspondence.
Assist communications team with other tasks as needed.
Submit alcohol approval forms and contract for all events.
Interact professionally with and maintain regular communication with the entire SPA faculty and staff, and other key areas of the university.
Represent the events and communications office internally and externally.
Utilize the assistance of student workers to set the special event room for events.
Handle scheduling of the special event room and ensure the room is properly cleaned and stocked for events.
Schedule rooms and conduct research for offsite venues as needed.
Operates as first point of contact for those inquiring with Events staff.
Manages supplies, orders, and replenishes stock for the special events closet as necessary.
Maintain an accurate inventory of all promotional items purchased, the events they are used for, and recommend re-stocking when necessary.
Creates and facilitates the creation of swag bags and gifts.