Office of the President- Special Events & Projects Coordinator

Hope College; Holland (MI); On-site; USD 34,000 - 58,000; Full time

Job summary

Hope College seeks a Special Events & Projects Coordinator to plan and execute Presidential and Board events with exceptional hospitality. You will manage timelines, budgets, vendors, and on-site operations while supporting important college initiatives.

The role is 0.75–0.8 FTE with a 30-hour workweek, allowing flexibility to peak at 32–40 hours during busy periods. Collaboration with the Office of the President and other teams is essential.

Qualifications

• Experience planning and executing high-touch or executive-level events.
• Ability to handle sensitive information with discretion.
• Excellent organizational skills across multiple events and projects.
• Experience coordinating vendors, venues, catering, and budgets.
• Strong problem-solving and proactive planning abilities.

Responsibilities

• Lead planning, design, and execution of Presidential events and donor hospitality.
• Own event details end to end: themes, decor, menus, room setup, vendors, run-of-show.
• Coordinate travel, lodging, and hospitality for Trustees and guests.
• Provide support for special projects and key initiatives of the Office of the President.
• Maintain event budgets and reconcile invoices in partnership with leadership.

Skills

Event planning

Hospitality

Budgeting

Vendor coordination

Project coordination

Communication

Microsoft Office

Tools

Microsoft Word

Excel

PowerPoint

Job description

Position Title

Office of the President- Special Events & ProjectsCoordinator

Classification Title

Hourly Full Time (0.75-1.0 FTE)

Benefits Eligibility

Benefits Eligibility

Department

Office of the President

Job Description

Position Summary

The Special Events & Projects Coordinator brings Presidentialand Board of Trustees events to life. This individual leads theplanning, logistics, and on-site execution of high-touch events andhospitality experiences for Trustees, donors, and distinguishedguests, and provides coordination support for special projects andkey initiatives of the Office of the President. Reporting to theExecutive Assistant and Project Manager, Office of the President,this individual works collaboratively within a dynamic team toensure seamless operations, exemplary event execution, andoutstanding service to internal and external constituents.

This role demands exceptional professionalism, discretion,creativity, attention to detail, and the ability to manage multiplepriorities with poise and flexibility in a fast-paced environment.The ideal candidate has a true gift for hospitality: the eye, care,and follow-through that turn a well-planned event into a memorableexperience.

This is a 0.75-0.8 FTE position with a flexible in-office scheduledesigned to support both the employee and the needs of a dynamicacademic environment. Hours will generally follow a 30-hourworkweek, with the opportunity to flex up to 32–40 hours duringpeak periods. During slower periods of the academic calendar, areduced schedule may be available. Schedule adjustments across the year must maintain the overall 0.75 FTE annual commitment.

Key Responsibilities

Special Events and Guest Hospitality

• Lead the planning, design, and execution of Presidentialevents, including formal dinners, receptions, end-of-semestercelebrations, employee appreciation gatherings, and other signaturefunctions
• Own event details end to end: themes, decor, florals, menus,room setup, vendors, run-of-show, and on-site management
• Manage arrangements for guests of the President, coordinatingschedules, transportation, accommodations, and special requests toensure a welcoming, professional, and memorable experience thatreflects the values of Hope College
• Support expanded donor hospitality during campaign season,partnering with Philanthropy and Engagement to host donors andfriends of the College with excellence
• Collaborate with campus event partners, including thePhilanthropy and Engagement and Admissions events teams, to alignstandards, share resources, and coordinate calendars

Board of Trustees Support

• Organize and oversee logistics for Board of Trustees meetingsand events, including meeting room setup, catering, formal dinners,and on-site support
• Coordinate travel, lodging, and hospitality arrangements forTrustees and special guests
• Support the planning and execution of Board-related activities,including the annual Emeriti meeting
• Partner with colleagues to ensure a high standard of care andservice for Trustees and guests

Project Coordination and Support

• Provide execution support for special projects and keyinitiatives of the Office of the President, including timelines,task tracking, vendor coordination, and follow-through, at thedirection of the Director and Executive Assistant/ProjectManager
• Maintain event budgets, track expenses, and reconcile invoicesin partnership with the Director and Executive Assistant/ProjectManager
• Build and maintain planning tools, checklists, and vendorrelationships that strengthen the Office’s event and projectcapacity over time
• Serve on committees or task forces and provide coordinationsupport for initiatives as assigned

Office and Team Support

• Provide administrative and logistical support to the Office ofthe President as needed, anticipating needs and contributing tosmooth daily operations
• Step in for the Executive Assistant & Project Manager asneeded and contribute to a collaborative, solutions-oriented teamculture
• Represent the Office of the President with professionalism andwarmth in all interactions, both internal and external

Qualifications

• Demonstrated experience planning and executing events,preferably high-touch or executive-level functions, with a strongeye for detail, design, and guest experience.
• Demonstrated ability to handle sensitive and confidentialmatters with sound judgment, tact, and discretion.
• Exceptional organizational skills, with the ability to managemultiple complex events and projects simultaneously whilemaintaining a high level of accuracy.
• Experience coordinating vendors, venues, catering, and budgetsfrom planning through reconciliation.
• Proactive and resourceful, with strong problem-solvingabilities and the capacity to anticipate needs and respondeffectively.
• Excellent interpersonal and relationship-building skills, withthe ability to work effectively with senior leaders, Trustees,donors, and guests.
• Strong written and verbal communication skills, includingcomposition, editing, and proofreading.
• Proficient in Microsoft Word, Excel, and PowerPoint;comfortable with project and event planning tools, and willing tolearn new software as needed.
• Availability for occasional evening and weekend events, withadvance notice.
• Self-directed, reliable, and flexible, with a strong commitmentto teamwork and collaboration.
• Deep appreciation for and commitment to the mission of HopeCollege, with a mature understanding of the Christian faith.

Physical Demands

This position requires remaining in a sitting or standing positionfor frequent periods of time; uses office machinery such as acomputers, printers, copy machines; Occasionally involves movingitems over 10 pounds; frequently will move between differentoffices/workspaces/buildings; and requires effective communicationabilities. In the case of temporary or permanent condition(s) thatrequire(s) accommodation(s), reasonable accommodation(s) may berequested.

Pre-employment Screenings

All offers of employment are contingent upon a background check.Some positions may have position specific requirements, such aseducation/licensure/certification verification, a physical, drugscreening, credit checks and/or transportation record review.