Senior Events Coordinator

Vanderbilt University•Nashville, TN

About The Position

The Senior Events Coordinator, as part of the University Ceremonies and Events team within the Office of the Chancellor, applies complex event planning strategies to design and implement innovative, large-scale events that support the university's mission. Assesses institutional needs and coordinates complex events, ensuring seamless experiences for academic, cultural, and community stakeholders. Confers with senior leadership to define strategic event objectives and integrates best practices across all event functions. Delivers actionable insights that improve event quality and ensure compliance with operational standards. The Office of the Chancellor at Vanderbilt University is committed to upholding the university's vision by excelling in management, strategic initiatives, and operational success. The University Ceremonies and Events team, which is part of the Office of the Chancellor, leads and executes key Vanderbilt ceremonies and events such as Founders Walk, Family Weekend, Reunion, Commencement, and other mission-critical programming. The UCE team also provides event expertise to partner offices across campus. This dynamic team is "proud but never satisfied," continually building on success to deliver higher impact events.

Requirements

A bachelor’s degree from an accredited institution of higher education is required.
5-7 years of experience in event planning, project management, or a related field is necessary .
Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.
Creative thinking and flexibility with a willingness to consider many options and take directives is necessary.
Ability to perform physical labor as needed and exhibit a willingness to do whatever is necessary at an event, be it lifting and loading, emptying trash or serving guests as required is necessary.
Ability to work extended hours as needed.
Fluency in all Office Suite products is necessary; knowledge of Wrike is preferred.
The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.

Nice To Haves

The ability to create event diagrams is strongly preferred

Responsibilities

Coordinates complex event initiatives by directing cross-functional teams and managing high-level project strategies to achieve university objectives.
Onboards and trains new event staff by establishing performance standards and mentoring team members to foster a culture of excellence.
Designs systems to streamline event planning and execution processes, ensuring efficient logistics and resource utilization.
Executes complex processes to manage event operations, including venue selection, vendor coordination, and scheduling, for diverse university events.
Assesses and evaluates event outcomes by analyzing performance metrics and compiling detailed reports that guide future improvements.
Provides input on strategic initiatives by conferring with stakeholders and interpreting event data to identify opportunities for innovation.
Recommends improvements by researching industry trends and integrating advanced event technologies to enhance service delivery.
Mentors team members by coaching on best practices and providing constructive feedback to promote continuous professional development.
Ensures compliance with institutional policies and regulatory requirements by establishing and enforcing standardized procedures for event management.
Demonstrate an understanding of the university’s mission, values, goals and priorities and an ability to ensure that all are considered in developing communications and events strategies.
Communicate and collaborate effectively with a wide range of audiences—including faculty, students, leadership, staff, alumni, suppliers and agencies.
Efficiently and effectively managing multiple, complex and results-oriented projects with quick turn-around requirements.
Demonstrate the flexibility and creative thinking in the execution of work, including the ability to prioritize tasks and re-prioritize as necessary as situations change and new information arises.
Adhere to confidentiality and business ethics; demonstrating outstanding judgment and discretion.
Provide execution support on events for which the Senior Coordinator is not the lead.
Provide overall support as needed and assigned for department priorities.
Work outside regular business hours as needed to perform job responsibilities.
Perform other relevant duties as assigned