Special Events Coordinator

Purdue University; West Lafayette (IN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Holiday pay

Vacation accrual

Retirement plans

Health Savings Account

Dental and Vision insurance

Tuition discounts

Job summary

Purdue For Life Foundation is hiring a Special Events Coordinator to join the Special Events team in West Lafayette. The role supports high-level events on and off campus, coordinating guest experiences, logistics, and communications.

You will assist with site research, vendor coordination, budgeting, run-of-show development, invitations, seating, and on-site execution. The position requires evenings, weekends, and travel as assigned, with an emphasis on teamwork and service to Purdue and its

Qualifications

• Must be open to learning new skills and receptive to guidance and feedback.
• Must possess a working knowledge of event logistics, including scheduling, setup, and vendor coordination.
• Must maintain a positive, solution-focused attitude and demonstrate a collaborative approach to team efforts.
• Ability to work under pressure and with frequent interruptions.
• Ability to multi-task and be detail oriented.
• Ability to handle confidential information.
• Excellent verbal and written communication skills.
• Excellent computer skills including Microsoft Word, Excel and Internet.
• Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy.
• Ability to influence and build work relationships among a diverse workforce at all levels.

Responsibilities

• Assist with site location research, vendor communication, and event logistics such as catering, room setup, and A/V needs.
• Assist in the development of event documentation (run of shows, budgets, space diagrams) and maintain accurate event files.
• Support and practice the development and execution of run of shows for events, under guidance from senior team.
• Support the preparation of communication materials such as invitations, confirmations, and event briefs.
• Curate seating assignments and provide to senior team member for approval.
• Assists with onsite event coordination, supporting logistics related to facilities, food and beverage, signage, displays, audio-visual equipment, and security. Provides operational support to volunteers and event staff to ensure smooth execution of events.
• Help resolve onsite issues by escalating to senior team members when needed.
• May assist with welcoming or providing support to university leadership on-site, as directed.
• Provide onsite support during event setup, execution, and teardown.
• Ensure all dietary restrictions and ADA requests are handled in an appropriate manner.
• Review and verify work completed by student workers to ensure accuracy, quality, and alignment with project requirements and standards.
• Assist with program documentation and post-event reporting.

Skills

Event logistics

Communication

Detail oriented

Team collaboration

Pressure management

Multi-tasking

Confidential information handling

Diplomacy

Leadership potential

Education

Associates degree

1 year event planning/coordination/hospitality experience

Tools

Microsoft Word

Excel

Internet

Job description

Special Events Coordinator

Department: Special Events

Employment Type: Full Time

Location: Purdue for Life Foundation

Description

*Applicants should reside in the greater West Lafayette, Indiana area.

Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates. The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career. Your next giant leap starts here.

Requirements

• Contribute to creative guest experience ideas under the direction of senior team.
• Support the planning and execution of high-level events, on and off campus, designed to serve Purdue University and Purdue for Life’s engagement and advancement missions.
• Support execution of assigned portions of events.
• Work as part of a centralized events team to reach team goals.
• Evenings, weekends, and travel are required as assigned.

Additional Responsibilities

Events:

• Assist with site location research, vendor communication, and event logistics such as catering, room setup, and A/V needs.
• Assist in the development of event documentation (run of shows, budgets, space diagrams) and maintain accurate event files.
• Support and practice the development and execution of run of shows for events, under guidance from senior team.
• Support the preparation of communication materials such as invitations, confirmations, and event briefs.
• Curate seating assignments and provide to senior team member for approval.
• Assists with onsite event coordination, supporting logistics related to facilities, food and beverage, signage, displays, audio-visual equipment, and security. Provides operational support to volunteers and event staff to ensure smooth execution of events.
• Help resolve onsite issues by escalating to senior team members when needed.
• May assist with welcoming or providing support to university leadership on-site, as directed.
• Provide onsite support during event setup, execution, and teardown.
• Ensure all dietary restrictions and ADA requests are handled in an appropriate manner.
• Review and verify work completed by student workers to ensure accuracy, quality, and alignment with project requirements and standards.

Administrative:

• Maintain attendee lists and assist with nametag creation, check-in materials, and post-event coding.
• Assist in managing invitation lists and mailings based on specified criteria under the direction of senior team.
• Collaborate with the Executive Assistant for Special Events to ensure accurate and timely processing of invoices, billings, and work orders. Perform other administrative and event-related duties as assigned.

Required Skills, Knowledge and Abilities

• Must be open to learning new skills and procedures, and receptive to guidance and feedback.
• Must possess a working knowledge of event logistics, including scheduling, setup, and vendor coordination.
• Must maintain a positive, solution-focused attitude and demonstrate a collaborative approach to team efforts.
• Ability to work under pressure and with frequent interruptions.
• Ability to multi-task and be detail oriented.
• Ability to handle confidential information.
• Excellent verbal and written communication skills.
• Excellent computer skills including Microsoft Word, Excel and Internet.
• Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy.
• Ability to influence and build work relationships among a diverse workforce at all levels.

Required Education, Experience, and Benefits

• Associates degree required.
• One year of experience in event planning or conference coordination or hospitality management required.

Job Level: Professional 1

Benefits Summary for eligible employees:

• 10 paid holidays per year.
• Accrue up to 22 vacation days a year.
• Traditional pre-tax 403(b) and Roth retirement plans available.
• 10% employer contribution to your retirement plan and immediate vesting.
• Health Savings Account- earn up to $700 annually towards medical expenses.
• Employer funded Preventative Dental and Vision insurance.
• Tuition discounts on eligible programs at Purdue University and Purdue Global for qualified employees, spouses, and dependents.