Special Events Coordinator

University of Southern California•Los Angeles, CA

8d•$27 - $31

About The Position

The USC Gould School of Law Events Office is looking for an experienced and detail-oriented event planner to join their team. The Special Events Coordinator is responsible for the strategic development, planning, and execution of a wide range of events throughout the year. This position will independently manage all aspects of 30-50 events annually, from conception to completion, and prepare detailed post-event reports. The role requires strong administrative and organizational skills, demonstrated proficiency in Microsoft Excel, and familiarity with list management, website administration, and basic graphic design. The candidate must be an effective communicator – both in writing and in person – and able to work professionally with a wide range of internal and external stakeholders. The successful candidate will also play a multi-faceted role to support in the planning and implementation CLE activities and services. The position has a high level of interaction with the 400+ volunteer Committee members and speakers for six annual institutes. Events may take place on the USC campus or at off-site venues. Local travel will be required, and the candidate must have reliable transportation to run event-related errands and attend off-campus meetings and programs. This is a high-profile position in a collaborative, fast-paced, team-oriented environment. Early mornings, nights and weekend work will be required.

Requirements

Minimum Education: High school or equivalent
Minimum Experience: 2 years
Minimum Field of Expertise: Experience with special events planning, fundraising management, or alumni and volunteer relations management. Experience with contracts and other legal documentation. Ability to support event planning (e.g., developing concepts, creating and estimating budgets, producing promotional materials). Experience with audio/visual equipment. Excellent organizational skills and ability to maintain multiple schedules. Excellent interpersonal and written and oral communications skills.
Excellent customer service skills
A high level of professionalism
Strong troubleshooting and problem-solving abilities
Sound judgment and decision-making skills
Discretion in handling sensitive and confidential information and situations
Ability to manage multiple projects and adapt to frequent interruptions
Proficiency with computer systems and software applications
Attention to detail and grammar inaccuracies
Applicants must upload a cover letter and a resume to be considered for this position.

Nice To Haves

Education: Bachelor's degree
Experience: 3 years in event planning with substantial administrative responsibilities.
Field of Expertise: Bachelor’s degree in hospitality, business administration, communications, public relations, or related field. Legal industry knowledge. Experience in higher education. Experience planning and coordinating corporate or large-scale events. Proven leadership and project management abilities. Understanding of all relevant state and local event regulations. Knowledge of local community and vendor landscape.

Responsibilities

Plan, design, and manage special events from start to finish, serving as the primary liaison between the department and vendors, alumni, donors, speakers, and other stakeholders.
Develop event concepts, oversee creation and distribution of promotional materials and invitations, and direct all logistical planning.
Maintain comprehensive records of event progress, expenses, and post-event evaluations.
Attend and oversee events to ensure execution aligns with plans, resolve issues as they arise, and remain on-site through breakdown and cleanup.
Provide guidance to staff and volunteers supporting event operations.
Negotiate and contract with vendors for goods and services, ensuring all deliverables meet contractual terms.
Build and maintain a strong network of internal and external contacts to support effective event planning.
Develop and manage budgets for each event, negotiate financial terms, and authorize expenditures with supervisor oversight.
Assess staffing needs for special events and coordinate temporary or additional staff as needed.
Serve as the primary point of contact for event registration, handling phone and email inquiries, and assisting customers with the registration process.
Manage and maintain accurate attendee records, including tracking registration numbers and preparing detailed attendance reports for each event.
Generate and organize attendee lists for on-site event check-in, and collect, verify, and input attendance data into internal systems to ensure a smooth registration experience and accurate awarding of continuing education credits.
Assist with applying for CLE accreditation through the American Bar Association and set up credit information within internal systems; serve as a liaison to support attendees with accessing their continuing education certificates.
Assist with final exam administration and proctoring at the end of the Fall and Spring semesters and commencement each year.
Perform other related duties as assigned or requested.