Office of the President- Special Events & Projects Coordinator

Hope-College; Holland (MI); On-site; USD 42,000 - 62,000; Full time

Job summary

Hope College seeks a Special Events & Projects Coordinator to lead planning, logistics, and on-site execution for Presidential and Board events. You will design and implement high-touch experiences for Trustees, donors, and guests, while supporting special projects and initiatives of the Office of the President.

The role requires discretion, creativity, and the ability to manage multiple priorities in a fast-paced academic setting, with occasional evenings and weekends as needed.

Qualifications

• Experience planning high-touch or executive events with attention to detail.
• Ability to handle confidential matters with sound judgment.
• Exceptional organizational skills for multiple events.
• Experience coordinating vendors, venues, catering, and budgets.
• Proactive and resourceful; strong problem-solving abilities.
• Excellent interpersonal and written/verbal communication skills.
• Proficient in Word/Excel/PowerPoint; comfortable with planning tools.
• Occasional evening and weekend availability.
• Self-directed, reliable, and flexible; team player.
• Commitment to Hope College mission and Christian faith.

Responsibilities

• Lead planning, design, and execution of Presidential events, receptions, and signature functions.
• Own event details end to end: themes, decor, menus, room setup, vendors, run-of-show.
• Coordinate travel, lodging, and hospitality for Trustees and guests.
• Support donor hospitality during campaign season with other teams.
• Collaborate with campus partners to align standards and calendars.
• Provide execution support for special projects and initiatives.

Skills

Event planning

Guest hospitality

Budget management

Vendor coordination

Staff coordination

Confidentiality

Communication

Tools

Microsoft Word

Excel

PowerPoint

Project planning tools

Job description

Office of the President- Special Events & Projects Coordinator

The Special Events & Projects Coordinator brings Presidential and Board of Trustees events to life. This individual leads the planning, logistics, and on-site execution of high-touch events and hospitality experiences for Trustees, donors, and distinguished guests, and provides coordination support for special projects and key initiatives of the Office of the President. Reporting to the Executive Assistant and Project Manager, Office of the President, this individual works collaboratively within a dynamic team to ensure seamless operations, exemplary event execution, and outstanding service to internal and external constituents.

This role demands exceptional professionalism, discretion, creativity, attention to detail, and the ability to manage multiple priorities 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 memorable experience.

This is a 0.75-0.8 FTE position with a flexible in-office schedule designed to support both the employee and the needs of a dynamic academic environment. Hours will generally follow a 30-hour workweek, with the opportunity to flex up to 32–40 hours during peak periods. During slower periods of the academic calendar, a reduced 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 Presidential events, including formal dinners, receptions, end‑of‑semester celebrations, employee appreciation gatherings, and other signature functions
• 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, coordinating schedules, transportation, accommodations, and special requests to ensure a welcoming, professional, and memorable experience that reflects the values of Hope College
• Support expanded donor hospitality during campaign season, partnering with Philanthropy and Engagement to host donors and friends of the College with excellence
• Collaborate with campus event partners, including the Philanthropy and Engagement and Admissions events teams, to align standards, share resources, and coordinate calendars

Board of Trustees Support

• Organize and oversee logistics for Board of Trustees meetings and events, including meeting room setup, catering, formal dinners, and on‑site support
• Coordinate travel, lodging, and hospitality arrangements for Trustees 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 and service for Trustees and guests

Project Coordination and Support

• Provide execution support for special projects and key initiatives of the Office of the President, including timelines, task tracking, vendor coordination, and follow‑through, at the direction of the Director and Executive Assistant/Project Manager
• Maintain event budgets, track expenses, and reconcile invoices in partnership with the Director and Executive Assistant/Project Manager
• Build and maintain planning tools, checklists, and vendor relationships that strengthen the Office’s event and project capacity over time
• Serve on committees or task forces and provide coordination support for initiatives as assigned

Office and Team Support

• Provide administrative and logistical support to the Office of the President as needed, anticipating needs and contributing to smooth daily operations
• Step in for the Executive Assistant & Project Manager as needed and contribute to a collaborative, solutions‑oriented team culture
• Represent the Office of the President with professionalism and warmth in all interactions, both internal and external

Qualifications

• Demonstrated experience planning and executing events, preferably high‑touch or executive‑level functions, with a strong eye for detail, design, and guest experience.
• Demonstrated ability to handle sensitive and confidential matters with sound judgment, tact, and discretion.
• Exceptional organizational skills, with the ability to manage multiple complex events and projects simultaneously while maintaining a high level of accuracy.
• Experience coordinating vendors, venues, catering, and budgets from planning through reconciliation.
• Proactive and resourceful, with strong problem‑solving abilities and the capacity to anticipate needs and respond effectively.
• Excellent interpersonal and relationship‑building skills, with the ability to work effectively with senior leaders, Trustees, donors, and guests.
• Strong written and verbal communication skills, including composition, editing, and proofreading.
• Proficient in Microsoft Word, Excel, and PowerPoint; comfortable with project and event planning tools, and willing to learn new software as needed.
• Availability for occasional evening and weekend events, with advance notice.
• Self‑directed, reliable, and flexible, with a strong commitment to teamwork and collaboration.
• Deep appreciation for and commitment to the mission of Hope College, with a mature understanding of the Christian faith.

Physical Demands

This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre‑employment Screenings

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