Event and Conference Coordinator

Position Summary:

The Event and Conference Coordinator is responsible for planning, organizing, and executing a variety of university-hosted events, including academic conferences, guest lectures, exhibitions, student showcases, and special university ceremonies. This position requires strong project management skills, attention to detail, and the ability to coordinate logistics across departments to ensure exceptional experiences that reflect the university’s brand and mission.

Key Responsibilities:

Event Planning & Coordination

• Plan and execute all logistical aspects of events from concept to completion.
• Develop detailed timelines, task lists, and production schedules.
• Coordinate with internal departments (e.g., facilities, marketing, IT, catering, security).
• Source and manage vendors (caterers, AV teams, hotels, etc.).

Stakeholder Collaboration:

• Work closely with faculty, staff, and leadership to support academic and institutional goals through events.
• Liaise with guest speakers, visiting artists, conference participants, and VIPs.
• Act as main point of contact for all event stakeholders.

Budget & Administration

• Develop and track event budgets.
• Prepare RFP and bids, process payments, invoices, and contracts in accordance with university policies.
• Maintain records, databases, and post-event reports for continuous improvement.

Marketing & Communications Support

• Collaborate with marketing team to promote events via email, social media, and print collateral.
• Ensure signage, invitations, and branding are aligned with university identity.

On-Site Event Execution

• Oversee event setup, execution, and breakdown.
• Manage day-of logistics, staffing, registration, and guest experience.
• Troubleshoot issues in real-time and ensure a smooth flow of activities.

Key Attributes:

• Detail-oriented and highly organized.
• Strong problem-solving skills and adaptability.
• Collaborative, professional demeanor.
• Passion for creating engaging and meaningful experiences.