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Event Coordination Expert

2 months ago

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

Position Overview

The Special Events Coordinator at the University of San Francisco plays a crucial role in assisting the Special Events team to ensure all gatherings provide an exceptional experience for attendees while supporting the financial and engagement objectives of the institution's initiatives. This position involves collaboration with various departments, faculty, staff, students, and external partners to design and execute event plans that resonate with the university's mission and goals.

Key Responsibilities:

  • Collaborate closely with event leads to deliver administrative and logistical support for events.
  • Organize and schedule committee meetings effectively.
  • Document meeting discussions, create actionable items, and ensure follow-up.
  • Assist in managing tasks within project management tools.
  • Oversee event logistics, including venue selection, catering, audiovisual needs, transportation, accommodations, and security.
  • Ensure smooth registration processes and attendee management systems for optimal event experiences.
  • Work with marketing and communications teams to craft promotional strategies and materials, utilizing various channels.
  • Build partnerships with internal and external stakeholders to enhance event visibility.
  • Assess and analyze marketing efforts to improve engagement and attendance.
  • Act as the primary contact on-site for stakeholders, providing logistical support and troubleshooting as needed.
  • Supervise event staff, volunteers, and vendors to maintain adherence to timelines and safety protocols.
  • Address any issues or emergencies that arise during events, showcasing flexibility and problem-solving abilities.
  • Conduct evaluations post-event to measure effectiveness, gather feedback, and identify improvement areas.
  • Prepare detailed reports summarizing event outcomes, attendance figures, budget discrepancies, and lessons learned.
  • Utilize feedback and data insights to inform future event planning and enhance overall experiences.

Required 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 multitask 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 dictated by event schedules.
  • Understanding of higher education trends and cultural sensitivities.
  • Ability to handle sensitive information with discretion.
  • Demonstrated independent judgment and resourcefulness.
  • Capability to support senior-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 meticulous attention to detail.

Employment Type:

Full-time

Compensation:

Salary

Salary Range:

The salary range for this role is $60,000 to $70,000 annually, with offers determined by experience and educational background.