Program Coordinator, Alumni Events

Office: Evanston, Illinois

Department: Kellogg Alumni
Salary/Grade: EXS/5

Job Summary: The Kellogg School of Management at Northwestern University is proud of its global network of more than 72,000 alumni. With this broad network, we know how important it is to facilitate connections with our alumni in order to build a strong, engaged global community. Our alumni are Kellogg Leaders who exemplify excellence in management and represent the competitive advantage of the Kellogg experience that uniquely positions us to drive meaningful change through business education.

Reporting to the Associate Director, Alumni Engagement, the Program Coordinator is primarily responsible for providing critical operational support to the Alumni Engagement team activities including Kellogg alumni engagement events, executing registrations, communications, materials and logistics. Additional responsibilities include supporting the planning and delivery of regional, virtual, and marquee programming, managing vendor relationships, stakeholders, and timelines while ensuring high‑quality execution and contributing to engaging, well‑organized attendee experience aligned with departmental goals.

Events

• Provides coordination for Kellogg alumni events programming under direction from the Associate Director.
• Ensures that event details—including communication, venues, presenters, travel arrangements, materials, and technology—are arranged and completed in an appropriate and timely manner.
  • Builds and manages event registration, webpages, and communications using Cvent or similar systems.
  • Coordinates event logistics including venue, catering, A/V, materials, and scheduling with internal and external stakeholders.
  • Prepares event materials such as briefings, speaker bios, name tags, attendee lists, and run‑of‑show documents.
  • Supports on‑site event execution, including registration, troubleshooting, and stakeholder coordination.
  • Manages inventory and distribution of event materials and promotional items.
  • Tracks event and communications metrics and prepares reports to support data‑driven decision making.

Administration

• Provides day‑to‑day operational support for the Alumni Events team.
  • Utilizes CRM system (Cat Connect/Sales Force) to maintain constituent records, enter contact reports, and support event planning and stakeholder engagement.
  • Processes event‑related expenses including vendors, catering, venues, and materials.
  • Supports vendor contract submission and tracking.

Communication & Outreach

• Develops coordinated, consistent marketing and brand messages aligned with department standards.
  • Ensures event communications—including invitations, confirmation reminders, and post‑event follow‑up—are timely.
  • Monitors website content and makes updates to the site as needed.
  • Manages shared email inbox either through direct responses or triaging to appropriate stakeholders.
  • Collaborates with internal partners to develop event content materials, such as discussion guides and briefing documents.
• Strengthens partnerships with external resources by defining, promoting, and marketing efforts to support participation and involvement in department‑sponsored events.
  • Coordinates event communication with event speakers, faculty, alumni, and participants.

Miscellaneous

• Perform other duties as assigned.

• Successful completion of a full 4‑year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 1 year program administration or other relevant experience.

• Strong organizational and project coordination skills with ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to coordinate logistics and work effectively with internal and external stakeholders in a fast‑paced environment.

• 1‑3 years experience in event coordination, program support, or a related administrative role.
• Experience supporting events or programs involving multiple stakeholders.
• Experience working in higher education, nonprofit, or alumni relations environments.