Special Events Coordinator

Purdue Research Foundation; West Lafayette (IN); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

10 paid holidays

Vacation accrual up to 22 days/year

Employer 403(b)/Roth plans

Job summary

Purdue For Life Foundation is seeking a Special Events Coordinator to join the Special Events department. This full-time role supports planning and execution of high-level events on and off campus, coordinating with vendors, staff, and volunteers to ensure successful execution aligned with Purdue For Life Foundation’s mission.

The role requires an Associate’s degree and at least one year of event planning or hospitality experience, with evenings, weekends, and travel regularly required.

Qualifications

• Must have working knowledge of event logistics, scheduling, and vendor coordination.
• Excellent verbal and written communication skills.
• Must be able to multi-task and stay detail oriented.

Responsibilities

• Contribute to creative guest experience ideas under senior team guidance.
• Support planning and execution of high-level events on and off campus.
• Assist in event documentation (run of shows, budgets, space diagrams) and maintain event files.
• Provide onsite coordination support including facilities, catering, A/V, signage and displays.
• Coordinate with volunteers and event staff to ensure smooth execution.
• Manage attendee lists, nametag creation, check-in materials, and post-event coding.
• Collaborate with Executive Assistant for Special Events on invoices, bills, and work orders.

Skills

Event logistics

Vendor coordination

Scheduling

Communication

MS Word & Excel

Team collaboration

Education

Associate's degree

Job description

Special Events Coordinator

Department: Special Events

Employment Type: Full Time

Location: Purdue for Life Foundation

Description

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.

Responsibilities

• 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.

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.
• Must be able to work under pressure and with frequent interruptions.
• Must be able to multi-task and be detail oriented.
• Must be able 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 Summary

• Associate's degree required
• Must have one year of experience in event planning, conference coordination or hospitality management.

Job Level: Professional 1

*Purdue For Life Foundation job levels and compensation ranges are independent of, and differ from, those of Purdue University.

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 $550 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.