Event Operations & Volunteer Activation Lead

Event Marketer; Winston-Salem (NC); On-site; USD 42,000 - 58,000; Full time

Job summary

Wake Forest University is seeking an Events Coordinator to provide operational and logistical support for the Face to Face team across the event season. You will help ensure consistency across events, create run-of-show schedules, manage inventories, and coordinate on-site activities from setup to wrap-up.

The role requires a high school diploma with 3+ years of experience, proficiency in Microsoft Office and Google apps, strong communication and time-management skills, and willingness to work

Qualifications

• High school diploma with a minimum of three years of related experience.
• Proficiency in Microsoft Office Software (Word, PowerPoint, and Excel) and Google Applications.
• Excellent time management skills and ability to handle concurrent assignments and changing priorities as circumstances dictate; ability to be willing and nimble.
• Self-starter; ability to think independently and anticipate next steps.
• Ability to work successfully in teams and under your own initiative.
• Ability to engage professionally with individuals at every level of an organization, both internally and externally, including high-net-worth individuals.
• Excellent interpersonal and communication skills, both verbal and written, with a broad range of internal and external constituents.
• Superior judgment and a strong work ethic.
• Comfortable being part of a team that largely works behind the scenes.
• Ability to learn and use the Advancement database (Blackbaud) and OnBase document imaging system; develop/refine skills as needed.
• Ability to research and organize information and data with accuracy and attention to detail.
• Strong service orientation; must delight in providing excellent customer service.
• Able to solve problems and think on your feet.
• Ability to analyze and interpret policy and procedural guidelines.
• Ability to answer moderately complex questions and proactively seek additional information to perform assigned duties.
• Respect for the dignity and abilities of all people.
• Ability to work some evenings and weekends.
• Ability to travel as needed to provide onsite event support. Should be able to meet the requirements of the University’s automobile insurance.
• Bachelor’s degree preferred.

Responsibilities

• Assist with execution of Face to Face events including logistics, invitation lists, registration sites, printed and mailed materials, reservations, ticket packets, nametags, and seating.
• Provide onsite event support, including setup, registration, nametags, vendor management, guest experience, and event strike.
• Manage post-event logistics, including unpacking and replenishing event materials, routing invoices, arranging debrief meetings.
• Assist with creating and maintaining detailed event documentation, including run-of-show schedules, production notes, and contact lists.
• Provide operational and logistical support for all event planning phases - pre-event preparation, onsite execution, and post-event wrap-up.
• Maintains an inventory of event templates and materials, ensuring they are up-to-date and easily accessible.
• In partnership with the Events Director, designs and implements an on-campus student activation plan.
• Leads support of volunteer activation, cultivation, and appreciation.
• In partnership with the Events Director, creates, implements and manages Campus Ambassador program opportunity for the Wake Forest Fellows.
• Manage volunteers on-site on event days.
• Creates and manages team project calendar and project tactical timelines.
• Cultivates and maintains strong relationships with vendors and volunteers, ensuring a reliable network of resources.
• Maintains composure and professionalism under pressure.
• Maintains confidentiality pertaining to information contained in Face to Face data systems and records.
• Supports team projects and departmental initiatives as needed.
• Have high standards for your work and are proud to contribute to a mission-driven organization.
• Gets excited about the prospect of joining a team that is making a difference in people’s lives every day.

Skills

Time management

Microsoft Office

Google Applications

Communication skills

Teamwork

Self-starter

Customer service

Interpersonal skills

Adaptability

Problem solving

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Blackbaud

OnBase

Job description

Wake Forest University is seeking an Events Coordinator to provide operational and logistical support for the Face to Face team across the event season. You will help ensure consistency across events, create run-of-show schedules, manage inventories, and coordinate on-site activities from setup to wrap-up.

The role requires a high school diploma with 3+ years of experience, proficiency in Microsoft Office and Google apps, strong communication and time-management skills, and willingness to work