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Event Coordination Specialist

2 months ago

San Francisco, California, United States University Of San Francisco Full time

Position Overview

The Events Operations Coordinator plays a crucial role in the University Special Events team, ensuring that all gatherings provide an exceptional experience for attendees while meeting the financial and engagement objectives of the institution's initiatives. This position involves collaboration with various departments, faculty, staff, students, and external partners to develop and execute event strategies that align with the university's mission and goals.

Key Responsibilities:

  • Collaborate closely with the event lead to offer administrative and logistical support for events.
  • Organize and schedule committee meetings, ensuring all necessary materials are prepared.
  • Document meeting discussions, create actionable items, and follow up accordingly.
  • Assist in managing tasks within project management tools.
  • Oversee event logistics, including venue selection, catering, audiovisual needs, transportation, accommodations, and security measures.
  • Implement effective registration processes and attendee management systems to enhance event experiences.
  • Work with marketing and communications teams to create promotional strategies and materials, utilizing various platforms.
  • Build relationships with internal and external stakeholders to increase event visibility.
  • Assess and refine marketing efforts to boost engagement and attendance.
  • Serve as the primary contact on-site for stakeholders, providing logistical support and ensuring smooth event execution.
  • Supervise event staff, volunteers, and vendors to ensure compliance with timelines and safety protocols.
  • Address any issues or emergencies that arise during events, demonstrating adaptability and problem-solving abilities.
  • Conduct evaluations post-event to measure effectiveness, gather feedback, and identify improvement areas.
  • Prepare detailed reports summarizing event outcomes, attendance statistics, budget discrepancies, and lessons learned.
  • Utilize feedback and data insights to inform future event planning and enhance overall experiences.

Qualifications:

  • Bachelor's degree in Event Management, Hospitality, Marketing, Communications, or a related discipline.
  • Demonstrated experience in event planning and execution, preferably in a higher education context.
  • Strong project management capabilities with the ability to handle multiple tasks and meet deadlines in a dynamic environment.
  • Excellent communication, negotiation, and interpersonal skills, with a focus on customer service.
  • Proficiency in event management software and marketing tools.
  • Willingness to work evenings, weekends, and irregular hours as required by event schedules.
  • Awareness of higher education trends and cultural sensitivities.
  • Ability to manage sensitive information with discretion.
  • Demonstrated independent judgment and resourcefulness.
  • Capacity to support executive-level team members effectively.
  • Ability to work autonomously in a fast-paced environment.
  • Eagerness to learn quickly in areas such as data analysis.
  • Strong team player with attention to detail.

Employment Type:

Full-time

Compensation:

Salary

Salary Range:

The salary range for this position is $60,000 to $70,000 annually, with offers based on experience and education.