Special Events Coordinator

Purdue Research Foundation • West Lafayette, IN

3d

About The Position

The Special Events Coordinator works for the Purdue For Life Foundation, an organization focused on empowering Purdue University alumni and fostering lifelong connections to the institution. The role supports the Foundation’s educational initiatives, scholarships, and programs that benefit Purdue students and graduates.

As part of a centralized events team, the coordinator supports the planning and execution of high-level events on and off campus in support of Purdue University and Purdue for Life’s engagement and advancement missions. The position contributes guest-experience ideas under the direction of senior team members, executes assigned event tasks, provides onsite and administrative support, and works evenings, weekends, and travel as assigned.

Requirements

• Associate’s degree required.
• At least one year of experience in event planning, conference coordination, or hospitality management.
• Working knowledge of event logistics, including scheduling, setup, and vendor coordination.
• Open to learning new skills and procedures and receptive to guidance and feedback.
• Positive, solution-focused attitude and collaborative approach to team efforts.
• Able to work under pressure and with frequent interruptions.
• Able to multitask and be detail oriented.
• Able to handle confidential information.
• Excellent verbal and written communication skills.
• Excellent computer skills, including Microsoft Word, Excel, and Internet use.
• Able to articulate the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy.
• Able to influence and build work relationships among a diverse workforce at all levels.

Responsibilities

• Contribute creative guest-experience ideas under the direction of the senior team.
• Support planning and execution of high-level on-campus and off-campus events supporting Purdue University and Purdue for Life’s engagement and advancement missions.
• Support execution of assigned portions of events and work with the centralized events team to meet team goals.
• Research event locations and assist with vendor communications and logistics, including catering, room setup, and audiovisual needs.
• Assist in developing event documentation, including run of shows, budgets, and space diagrams, and maintain accurate event files.
• Support development and execution of event run of shows under senior team guidance.
• Prepare communication materials such as invitations, confirmations, and event briefs.
• Curate seating assignments and submit them to a senior team member for approval.
• Assist with onsite coordination of facilities, food and beverage, signage, displays, audiovisual equipment, and security; provide operational support to volunteers and event staff.
• Help resolve onsite issues by escalating them to senior team members when needed.
• Assist with welcoming or supporting university leadership onsite as directed.
• Provide onsite support during event setup, execution, and teardown.
• Ensure dietary restrictions and ADA requests are handled appropriately.
• Review student workers’ completed work for accuracy, quality, and alignment with project requirements and standards.
• Maintain attendee lists and assist with nametag creation, check-in materials, and post-event coding.
• Assist with invitation lists and mailings based on specified criteria under senior team direction.
• Collaborate with the Executive Assistant for Special Events on accurate, timely processing of invoices, billings, and work orders.
• Perform other assigned administrative and event-related duties.
• Work evenings, weekends, and travel as assigned.

Benefits

• 10 paid holidays per year.
• Accrue up to 22 vacation days a year.
• Traditional pre-tax 403(b) and Roth retirement plans available.
• 10% employer contribution to the retirement plan with immediate vesting.
• Health Savings Account with the opportunity to earn up to $550 annually toward medical expenses.
• Employer-funded preventive dental and vision insurance.
• Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree