Event Production Coordinator

Providence College; Providence (RI); On-site; USD 42,000 - 56,000; Full time

Job summary

Qualifications

• Three to five years' experience or an equivalent combination of education and experience.
• Advanced working knowledge of Microsoft products, Excel, and database systems required.
• Excellent organizational and communication skills.
• Ability to work independently and under deadline pressure and to prioritize assignments.

Responsibilities

• Coordinate event plans, walk-through venues, and manage on-site logistics.
• Handle legal documents, COIs, waivers, and risk materials with GC approvals.
• Support Conference Services, site visits, and post-event feedback.

Skills

Microsoft Excel

Advanced MS Office

Organizational skills

Communication skills

Education

High School diploma or equivalent

Tools

Event management system

Job description

Coordinate event components and perform due diligence for processes specific to advancement-focused and ad hoc special project events.

This is a 9-month position.

1. Review and assist in the preparation of event plans and setup diagrams with the Director and Assistant Director to ensure alignment with advancement and special project program needs and space capabilities. Conduct walk throughs of event venues prior to start time to confirm accuracy of room setups, signage, technical requirements, and catering deliveries. Coordinate with Public Safety and outside vendors to confirm timely execution of security arrangements and service deliveries. Prepare and organize event materials including name tags, programs, registration, and signage. Serve as a point of contact for event planners and programmers to troubleshoot on-site issues and adjust logistics in real-time as needed. Monitor event flow and provide hands-on assistance during implementation to ensure a seamless and professional experience for all. Capture post-event feedback from planners and share with the team after the event. (50%)
2. Coordinate the collection and submission of required legal documents, including contracts, certificates of insurance (COIs), waivers, and facility use agreements for events involving external vendors, performers, or guests and hotels. Communicate directly with external constituents to ensure timely and accurate delivery of risk management materials in accordance with college policies. Liaise with the General Counsel to review documents for compliance and secure necessary approvals before the execution of the event. Input and track legal and risk documentation within the event management system to ensure all materials are accessible and up to date. Provide technical event support, including setup and operating of audiovisual equipment, managing event registration system, and assisting with live-stream or hybrid event functions. Monitor events where external guests are present to ensure adherence to college protocols, including safety measures, guest access, and liability considerations. Assist in training campus programmers on procedures and best practices for involving third parties. (25%)
3. Provide additional support for the functions of the Conference Services and core team, by implementing and checking on compliance with event setups and campus partners for programs. Review event setup requests in coordination with campus partners to ensure they meet college standards and program specifications. Conduct site visits prior to and during events to verify setup accuracy, including room layout, signage, AV equipment, and accessibility accommodations. Follow up with service providers to confirm fulfillment of setup and support requests, addressing any discrepancies in real time. Special focus to be made with this for high level signature events such as signature donor events. Homecoming and Reunion. Primary support of AD for endowed lectures and other special projects. Maintain documentation of compliance checks and share feedback with the Conference Services and core team. Serve as a liaison between event planners and service departments to ensure clear communication and timely resolution of logistical concerns. Support scheduling adjustments and setup modifications as needed to accommodate last-minute program changes or unforeseen challenges. Provide post-event feedback to identify trends in non-compliance or areas for improved coordination with campus partners. (25%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

• High School diploma or equivalent.
• Three to five years' experience or an equivalent combination of education and experience.
• Advanced working knowledge of Microsoft products, excel, and database systems required.
• Excellent organizational and communication skills.
• Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.
• Experience in a college or university setting is preferred.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.