Position: Event Coordinator Location: Wheaton, IL
Job Id: 564 # of Openings: 1 EVENT COORDINATORTHIS IS A PART-TIME POSITION - 20 HOURS PER WEEK / 12 MONTHS PER YEAR Responsibilities Reporting to the Event Manager, the Event Coordinator will provide administrative and event planning support for the Donor Relations events team. This position is 20 hours a week, 12 months of the year. Duties 1. Assist the Event Manager with assignments relative to event execution (i.e. create name tags and place cards, communicate with attendees and program participants, collect and pack event supplies, coordinate vendor payment, honorariums, vendor venue research, event design, etc.) 2.Maintain and organize event history (event files, giveaway history, print materials, etc.) to include an accurate budget and current expenses for each event. 3. Make all travel arrangements for students, faculty, staff, and other participants for off-campus events. 4. Maintain current inventory of event items (research, order, and store event-specific items, office supplies, and miscellaneous items). 5. Assist Event Manager with large and small-scale events [Leadership Briefings, dedications, Wheaton Weekend at the Cove, presidential dinners, Endowed Scholarship Dinners, Gift Planning events, Board of Visitors meetings, Wheaton Associates events, etc.] 6. Work with Advancement Services to create invite lists in Excel based format once invitees have been determined. Query CRM for invite list to present in Excel-based format once invitees have been determined. 7. Track event participation and correspondence into CRM. 8. Ensure various pre- and post-event mailings and deliveries for guests are addressed, stuffed, and sent on schedule. 9.Ensure all necessary supplies are shipped successfully and on time to venues for use at off-campus events. 10. Work closely with campus departments [Bon Appetit, Facilities Management, Academic and Media Technology, Scheduling Services, appropriate academic department(s), the President’s office, Harbor House, the Conservatory and student musicians, etc.], to ensure close communication and accurate logistics, specific for each event. 11 12.Provide support for and be available to attend on-campus events and to travel to off-campus events as needed.Oversee interim projects such as Endow A Seat, Loyal Wheaties, etc. 13.Perform other duties as assigned. Qualifications 1. Bachelor’s degree preferred. 2. Proficiency in Microsoft Word, Excel, Banner, and aptitude for learning new software programs. 3. Relational, multi-tasked, highly organized team player; ability to work independently and with a team. 4. Problem-solver with ability to develop efficient work methods for a variety of tasks and assignments. 5. Strong interpersonal and communication skills. 6. Availability to work night and weekend events and to travel for off-campus events. 7.Knowledge of etiquette and protocols preferred.