Events Coordinator, Speaker Forum, University Advancement (R0009113)

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

Job Description Summary:

The Events Coordinator provides a variety of operational and logistical support to the Face to Face team for the development and execution of events throughout the season. Responsibilities include ensuring consistency across the various events, creating event documentation, managing complex event timelines and deliverables, tracking and maintaining supply inventory, and providing comprehensive pre-event, on-site, and post-event support.

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions:

• Assists with the execution of Face to Face events, including but not limited to logistics, invitation lists, registration sites, printed and mailed materials, reservations, ticket packets, nametags, and seating.
• Provides onsite event support, including assistance with setup, registration, nametags, vendor management, guest experience, and event strike.
• Manages post-event logistics, including unpacking and replenishing event materials, routing invoices, arranging debrief meetings.
• Assists with creating and maintaining detailed event documentation, including run-of-show schedules, production notes, and contact lists.
• Provides 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.

Required Education, Knowledge, Skills, and Abilities:

• High school diploma with a minimum of three years of related experience in an appropriate discipline.
• 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.

Preferred Education, Knowledge, Skills, and Abilities:

• Bachelor’s degree preferred.
• Previous experience in event management, logistics coordination, or an academic (higher education fundraising) environment.
• Familiarity with donor databases, event tools, and related software systems.

Accountabilities:

• Responsible for own work.

Physical Requirements and Environmental Conditions:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned. Remaining in a stationary position, often standing or sitting for prolonged periods. Moving about to accomplish tasks or moving from one worksite to another. Medium work that includes moving objects up to 50 pounds. No adverse environmental conditions expected; however, may need to execute events in outdoor elements such as precipitation and wind.

Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.