Special Events Administrative Coordinator

Job Title: Special Events Administrator

Position Overview:

The ideal candidate will bring creativity, problem-solving skills, and a strong ability to collaborate with cross-functional teams to deliver exceptional experiences for attendees.

Key Responsibilities:

• Plan and execute special events, including conferences, workshops, galas, and other high-profile functions.
• Utilize Cvent to manage event registration, create invitations, track RSVPs, and generate post-event reports.
• Coordinate event logistics such as venue selection, catering, audiovisual needs, and travel accommodations.
• Manage event budgets, ensuring cost-effectiveness while maintaining high-quality standards.
• Collaborate with internal teams and external vendors to ensure all event requirements are met.
• Develop and maintain detailed event timelines, task lists, and production schedules.
• Serve as the primary point of contact for event inquiries, providing excellent customer service to attendees and stakeholders.
• Support marketing and promotional efforts, including creating event materials and managing social media content when applicable.
• Conduct post-event evaluations to assess effectiveness and identify opportunities for improvement.
• Ensure compliance with organizational policies and procedures, as well as local, state, and federal regulations.

Qualifications:

• Bachelor’s degree in a related field or equivalent experience in event planning or administration.
• Proven experience in coordinating events, preferably in an educational or nonprofit setting.
• Proficiency in Cvent software is required, with a strong understanding of its event management capabilities.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple projects simultaneously.
• Strong interpersonal and communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite; experience with event management tools is a plus.
• Ability to work flexible hours, including evenings and weekends, as needed for events.
• A proactive and collaborative approach to problem-solving and decision-making.

Preferred Qualifications:

• Experience working in higher education or nonprofit organizations.
• Knowledge of budget management and financial reconciliation processes.
• Familiarity with social media platforms and marketing strategies for event promotion.