Special Events Coordinator

Summary

The University of Richmond is seeking a Special Events Coordinator to plan and execute events for the Robins School of Business. The role coordinates logistics, vendors, communications, registrations, budgets, databases, and on-site operations for educational, conference, student, networking, and other special events.

Responsibilities

• Work with supervisor in the business school to develop special event schedule for the academic year. Ensure that all managed events align with school’s mission and goals and are within budgetary limits
• Responsible for coordination and execution of assigned special events and/or programs which includes: development of invitation lists, multi-channel marketing and promotions, online registration, event space procurement, monetary deposits/returns, catering, lodging, technology, program materials, and on-site management. Makes logistical recommendations based on the needs of the special event and develops event timeline for each assigned event
• Serves as principal liaison between contractors, vendors, organizers, speakers, faculty, and administrators with regards to all facets of logistical operations supporting assigned programs and events
• Assist with the management and updating of database systems with regards to recording data on special events
• Serve as liaison with student organizations based in the Business School as it pertains to events. Collaborate with Director of the Center Professional Skills and Development and students on their event programs and assist with navigating campus platforms, policies and procedures as it pertains to special events
• Maintain student organization access to university systems

Skills

• General knowledge and understanding of meeting planning and event management principles to include managing event budgets
• Collaborative team player with a high degree of initiative, problem-solving skills and ability to work independently
• Thorough knowledge of Microsoft Office and experience with systems for data management, space reservation, registration, online event programs
• Strong organizational skills are required to balance a variety of complex tasks with a high degree of competency and accuracy; ability to manage multiple events and be deadline oriented
• Strong oral and written communication skills
• Ability to work with a wide range of constituencies in a diverse community
• Ability to work well under pressure and handle last minute projects and shifts in priorities
• Bachelor's degree or an equivalent combination of education and experience
• 2+ years of special event experience (planning, managing and executing multiple complex events)
• Higher Education experience a plus

Qualifications

Must Haves

• General knowledge and understanding of meeting planning and event management principles to include managing event budgets
• Collaborative team player with a high degree of initiative, problem-solving skills and ability to work independently
• Thorough knowledge of Microsoft Office and experience with systems for data management, space reservation, registration, online event programs
• Strong organizational skills are required to balance a variety of complex tasks with a high degree of competency and accuracy; ability to manage multiple events and be deadline oriented
• Strong oral and written communication skills
• Ability to work with a wide range of constituencies in a diverse community
• Ability to work well under pressure and handle last minute projects and shifts in priorities
• Bachelor's degree or an equivalent combination of education and experience
• 2+ years of special event experience (planning, managing and executing multiple complex events)

Nice to Haves

• Higher Education experience a plus