Event Coordinator

Job description

Event Coordinator

*Cover letter is required with application.*

Summary: The Event Coordinator plans, manages logistics, and execution of campus events in support of the Wake Forest University mission. This position uses independent judgement to produce creative and effective events within budget and successfully manages university and vendor partnerships. The Event Coordinator has a passion for special event management, outstanding customer service. They are enthusiastic professionals with the ability to build relationships with internal and external customers.

Essential Functions:

  • Uses independent judgement to lead the planning and coordination of University sponsored special events from beginning to end (i.e. menu planning, site selection and reservation, compiling information for event materials, coordinating audio and visual needs, ensuring adequate staffing, security, and coordination of event set-up and break down with vendors).
  • Uses independent judgement to lead the coordination and implementation of campus-wide events (i.e. Commencement, Convocations, Orientation, Parents’ Council, Voices of Our Time speaker series, Board of Trustees meetings, Board of Visitors meetings, and Stewardship).
  • Shares logistical responsibilities for all events planned by the University Events office (i.e. site visits and selections, rentals for floral arrangements and linens, catering, logistics, and vendor negotiation).
  • Ensures settlement of events by submitting invoices, ensuring rented and borrowed items are returned, and event site has been appropriately cleaned.
  • Attends University events sponsored and/or supported by the University Events office; performs duties as assigned including facilitating operations, responding to problems, and ensuring all aspects of events are implemented and controlled according to plans.
  • Collaborates with supervisor and colleagues with the assessment of events and with developing plans, goals, and strategies to enhance operations.
  • Represents University Events in a liaison capacity on matters relating to events and at departmental meetings.
  • Independently manages and executes the Events Calendar for the entire University to include reviewing and approving events; distributes the “This Week at Wake” email weekly to the campus community.
  • Provides administrative support for the project management system (AMP), constituent databases (DAD), and Cvent, event management online software.
  • Contributes to the Communication and External Relations team.
  • Supervises student workers on an interim basis.

Required Education, Knowledge, Skills, Abilities:

  • Bachelor’s degree with an emphasis in Hospitality, Business, Marketing or Communications with one to three years of direct experience with event planning and/or catering.
  • General knowledge of event planning strategies, processes, and available resources.
  • Exceptional organizational skills; self-starter with distinct attention to detail.
  • Proficiency in Microsoft Office applications, mail merges, email, and web searches.
  • Ability to manage multiple projects while maintaining quality and customer service focus.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to frequently work evenings and weekends.
  • Ability to perform moderate physical work; ability to exert up to 40 pounds of force occasionally and/or a negligible amount of force frequently and constantly to move objects.
  • Ability to meet the University’s automobile insurance policy.

Preferred Education, Knowledge, Skills, Abilities:

  • Event planning experience in an academic setting.


  • Responsible for own work only.
  • Supervises student workers on an interim basis.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.

Winston-Salem, North Carolina, United States






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Job No:
Posted: 5/11/2018
Application Due: 6/12/2018
Work Type: