Assistant Event Coordinator

POSITION SUMMARY

The Assistant Event Coordinator provides essential support for the planning, coordination, and execution of Homecoming events, including in-person and virtual experiences. This role supports event logistics, registration, vendor coordination, volunteer engagement, attendee communications, and event-day operations to help deliver engaging, well-organized experiences for alumni, students, faculty, staff, and community members. The ideal candidate is highly organized, customer-focused, adaptable, comfortable managing multiple priorities in a fast-paced event environment, and committed to delivering exceptional event experiences.

• Assist with developing event timelines, checklists, metrics tracking, and planning documents.
• Help ensure a seamless, welcoming, and positive attendee experience.
• Respond to attendee inquiries professionally and promptly.
• Maintain event-related records and documentation.

• Assist with setup of the virtual event platform.
• Help coordinate speaker and moderator preparation sessions and technology checks.
• Monitor attendee engagement through chat, Q&A, and networking tools.
• Provide technical support before and during events.
• Assist with virtual event communications, reminders, and participant updates.

• Provide on-site support before, during, and after events.
• Support event packing, setup, registration, attendee engagement, and event breakdown.
• Monitor event schedules, assist with resolving logistical issues, and respond quickly to event-related concerns.
• Assist with post-event evaluations, surveys, and reporting.
• Help coordinate venue setup, room diagrams, catering, signage, AV/technology needs, and event supplies.

• Support vendor engagement and event-day logistics.
• Help coordinate communications and engagement with volunteers and vendors.
• Assist with scheduling staff volunteers.
• Ensure vendors and volunteers have the resources and information needed for successful event execution.

• High school diploma or equivalent.
• 2–3 years of professional experience in event coordination, event support, customer service, administrative support, volunteer coordination, or a related area.
• Understanding of event planning principles and best practices.
• Familiarity with vendor coordination and customer service standards.
• Ability to manage multiple priorities, deadlines, and projects simultaneously.
• Strong organizational, project coordination, and communication skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively within a team environment.

• Experience supporting both in-person and virtual university events.
• Experience with event registration platforms and virtual event technologies.
• Experience coordinating vendors, speakers, and/or volunteers.
• Familiarity with Homecoming, reunion, alumni engagement, or higher education programs.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Experience using Microsoft Teams and Zoom for virtual meetings and events.
• Familiarity with SharePoint or cloud-based file systems.
• Basic knowledge of live streaming platforms and virtual event tools.
• Ability to learn and navigate event coordination platforms.
• Preferred:
  Salesforce or similar CRM systems;
  Cvent Attendee Hub; digital communications;
  Smartsheet;
  Microsoft Forms and Survey Monkey.

• Event logistics coordination and event setup/execution.
• Registration and attendee support.
• Scheduling and calendar coordination.
• Vendor and volunteer coordination.
• Customer service and professional communication.
• Documentation and record keeping.
• Exceptional organization and time management.
• Ability to remain calm under pressure and solve problems effectively.
• Strong attention to detail, accuracy, initiative, dependability, and follow-through.
• Flexibility and adaptability when priorities or event needs change.
• Comfort interacting with diverse audiences, including students, alumni, and volunteers.
• Ability to work effectively in a high-energy, collaborative on-site environment.

• Ability to stand, walk, and move throughout event venues for extended periods.
• Ability to lift and transport event materials weighing up to 25 pounds.
• Ability to work flexible hours, including occasional evenings during Homecoming season.
• Availability during peak event periods before and during Homecoming.
• Ability to travel…