Events Coordinator

Claremont McKenna College•Claremont, CA

21d•Onsite

About The Position

The Events Coordinator is responsible for coordinating a wide range of College events, including those associated with donor relations, presidential events, trustee events, summer conferences, and significant internal and external events. This role involves partnering with departments to develop and implement new events and standardize existing ones. The Events Coordinator is a vital member of the Office of Events and will collaborate closely with colleagues across and off-campus. Occasional evening and weekend work will be required.

Requirements

A high school diploma, GED, or any combination of education and experience that provides the required knowledge, skills, and abilities.
A minimum of three years of experience at an academic institution is preferred.
An events or hospitality industry background is preferred.
A valid driver’s license or equivalent alternate form of transportation to off-site meetings and events is required.
Knowledge of Microsoft Office products including Word, Excel, and PowerPoint, as well as general personal computer functions.
Superior organizational skills and the ability to organize to meet deadlines.
Reliability in handling report materials and the ability to handle multiple tasks in a changing work environment.
Maintain appropriate appearance, demeanor, maturity, and poise in responding to the public, including trustees, alumni, parents, administration, staff, faculty, and students.
Effective, accurate, and clear communication with strong verbal, written, interpersonal, reading, phone, and customer service skills.
Knowledge of business writing procedures.
Ability to follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.
Ability to prioritize and perform multiple projects/tasks, meet deadlines/timelines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the department’s annual goals.
Moderate (up to 30 lbs.) physical requirements.

Nice To Haves

Experience merging word documents with multiple-field databases is desirable.
Experience with Raiser’s Edge, Canva, and Almabase is beneficial.

Responsibilities

Arrange all event details, including venue selection, invitations, meal selection, logistics, attendance lists, fielding phone inquiries, updating calendars, photography, and drafting communications.
Negotiate contracts with vendors and submit them for appropriate signing authority.
Take the lead on coordinating with College departments on the development of new and existing events.
Demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty members, students, and staff.
Understand proper social etiquette as applied to formal business and social events.
Use Raiser’s Edge (RE) and other software to design pages, advertise events, send invitations, collect responses, manage attendance, and report on results.
Establish and maintain all files for events.
Keep accurate records on attendance and cost and report results at least annually.
Exhibit an extraordinarily high level of diplomacy and confidentiality.
Take and follow directions.
Work cooperatively with others.
Receive and respond appropriately to constructive criticism.
Display a positive attitude.
Balance multiple tasks and priorities.
Perform other essential duties and tasks specific to the position.