Special Events Coordinator

Purdue Alumni Student Experience (PASE); West Virginia; Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

10 paid holidays per year

22 vacation days per year

Traditional pre-tax 403(b) and Roth

Employer funded retirement plan with 9

Health Savings Account

Dental and Vision insurance

Tuition discounts at Purdue

Job summary

Purdue For Life Foundation seeks a Special Events Coordinator to assist in planning and executing high-level events, both on and off campus, aligned with Purdue’s engagement and advancement missions.

Role involves contributing ideas, coordinatingRun of Show documents, and supporting staff and volunteers. Requires flexibility for evenings and travel; prior event planning experience is preferred.

Qualifications

• Associate's degree required.
• 1 year of experience in event planning, conference coordination or hospitality management.
• Must be open to learning and receptive to guidance and feedback.
• Knowledge of event logistics including scheduling, setup, and vendor coordination.

Responsibilities

• Contribute to creative guest experience ideas under the direction of senior team.
• Support planning and execution of high-level events on and off campus.
• Assist in development of run of shows, budgets, space diagrams and event files.
• Support the central events team to reach goals.
• Work evenings, weekends, and travel as required.

Skills

Event logistics

Communication

Team collaboration

Microsoft Word

Microsoft Excel

Problem solving

Education

Associate's degree

Tools

A/V equipment

Budgeting tools

Job description

Careers at
Special Events Coordinator
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.

Department Special Events Employment Type Full Time Location Purdue for Life Foundation Workplace type Hybrid

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.

About Purdue For Life Foundation

The Purdue for Life Foundation is an equal opportunity, affirmative action employer. Purdue for Life views, evaluates, and treats all persons in all Foundation-related activities solely as individuals on the basis of their own personal abilities, qualifications, and other relevant characteristics. All qualified applicants for employment will receive consideration without regard to race, religion, color, gender, national origin or ancestry, genetic information, marital status, parental status, sexual orientation, gender identity and expression, disability, or status as a veteran.

Purdue for Life will not sponsor employment authorization for this position.

A criminal conviction check and negative controlled substance test are required for employment in this position.