Events Coordinator

Nigel Wright Consultancy Ltd (UK); York Township (York County); On-site; USD 42,000 - 66,000; Full time

Job summary

Nigel Wright Consultancy Ltd (UK) is seeking a Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager to support planning, coordination, and execution of campus events and conferences. The role focuses on on-site support, client communication, and administrative tasks to ensure successful events.

You will schedule activities, coordinate with Facilities, Public Safety, IT, and Media Services, manage housing for summer programs, and assist with billing and event

Qualifications

• Associate’s or Bachelor's degree or equivalent experience in Event Management or related field.
• 1 Year experience in event coordination, hospitality, or customer service preferred.
• Experience with scheduling software such as 25Live or EMS.

Responsibilities

• Provide on-site coordination and support for day-of logistics during campus and external events.
• Assist with the execution of anchor events and high-profile campus functions.
• Serve as a point of contact for clients and guests during events to ensure a seamless experience.
• Conduct client site tours downtown and assist in pre-event planning meetings.
• Work with internal campus partners on coordination of their events.
• Support in managing client communications, contracts, housing assignments, and event details.
• Assist in preparing and processing event-related billing, invoicing, and payments.
• Learn and operate event management software systems to input, update, and approve internal and external event requests.
• Maintain accurate event records and client files.
• Alcohol procurement, ensure proper COI on file, and bartending services have been contracted.
• Liaise with Facilities, Public Safety, IT, and Media Services to coordinate logistics and services for events.
• Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.
• Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
• Provide support in onboarding summer program clients and managing accommodations.

Skills

Organizational skills

Communication skills

Multitasking

Customer service

Attention to detail

Discretion and judgement

Teamwork

Interpersonal skills

Education

Associate’s or Bachelor's degree or equivalent experience in Event Management or related field

Tools

25Live scheduling software

EMS

Job description

Description

The Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager is a vital member of the campus events team, responsible for supporting the planning, coordination, and execution of campus events and conferences. This individual plays a key role in ensuring the success of events by providing on-the-ground support, maintaining strong communication with clients and internal departments, and assisting with administrative and operational duties.

Outcomes

Schedule of activities remains accurate so overlap does not occur. Create positive public relations with all constituents.

Event Coordination & Execution 30%

• Provide on-site coordination and support for day-of logistics during campus and external events.
• Assist with the execution of anchor events and high-profile campus functions.
• Serve as a point of contact for clients and guests during events to ensure a seamless experience.
• Conduct client site tours downtown and assist in pre-event planning meetings.
• Work with internal campus partners on coordination of their events.

Administrative & Client Services 30%

• Support the Campus Event and Conference Manager in managing client communications, contracts, housing assignments, and event details.
• Assist in preparing and processing event-related billing, invoicing, and payments.
• Learn and operate event management software systems to input, update, and approve internal and external event requests.
• Maintain accurate event records and client files.
• Alcohol procurement, ensure proper COI on file, and bartending services have been contracted

Collaboration & Communication 20%

• Liaise with multiple campus departments including Facilities, Public Safety, IT, and Media Services tocoordinate logistics and services for events.
• Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.

Summer Programs & Housing Support 20%

• Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
• Provide support in onboarding summer program clients and managing accommodations.

• Associate’s or Bachelor's degree or equivalent experience in Event Management, Hospitality, Communications, or a related field.
• 1 Year experience in event coordination, hospitality, or customer service preferred.
• Experience and knowledge of 25Live scheduling software or similar enterprise scheduling software.

• Proficiency in using event management or scheduling software (e.g., EMS, 25Live, or similar).
• Strong organizational skills with keen attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to multitask and remain calm under pressure in a fast-paced environment.
• Availability to work evenings and weekends as needed.
• Familiarity with campus event planning or educational institution settings.
• Experience in coordinating with catering and facilities teams.
• Prior experience with billing systems and client payment processes.
• Excellent customer service skills.
• Ability to work independently and with others to as a team to carry out an event successfully.
• Exercise good judgement, discretion and decision-making skills.
• Ability to deal consistently with students, alumni, faculty, administrators, and community leaders alike with courtesy, professionalism and confidentiality.
• Ability to identify and assess safety issues to reduce liability risk to the college.