Office President- Special Events & Projects Coordinator

Position Title

Office of the President
- Special Events & Projects Coordinator

Hourly Full Time (0.75-1.0 FTE)

Benefits Eligibility

Office of the President

The Special Events & Projects Coordinator brings Presidential and Board of Trustees events to life. This individual leads the planning, logistics, and on-site execution of high-touch events and hospitality experiences for Trustees, donors, and distinguished guests, and provides coordination support for special projects andkey initiatives of the Office of the President. Reporting to the Executive Assistant and Project Manager, Office of the President,this individual works collaboratively within a dynamic team toensure seamless operations, exemplary event execution, and outstanding service to internal and external constituents.

This role demands exceptional professionalism, discretion,creativity, attention to detail, and the ability to manage multiple priorities with poise and flexibility in a fast-paced environment.

The ideal candidate has a true gift for hospitality: the eye, care,and follow-through that turn a well-planned event into a memorable experience.

This is a 0.75-0.8 FTE position with a flexible in-office schedule designed to support both the employee and the needs of a dynamic academic environment. Hours will generally follow a 30-hour workweek, with the opportunity to flex up to 32–40 hours during peak periods. During slower periods of the academic calendar, areduced schedule may be available. Schedule adjustments across the year must maintain the overall 0.75 FTE annual commitment.

• Lead the planning, design, and execution of Presidential events, including formal dinners, receptions, end-of-semester celebrations, employee appreciation gatherings, and other signature functions
• Own event details end to end: themes, decor, florals, menus,room setup, vendors, run-of-show, and on-site management
• Manage arrangements for guests of the President, coordinating schedules, transportation, accommodations, and special requests toensure a welcoming, professional, and memorable experience that reflects the values of Hope College
• Support expanded donor hospitality during campaign season,partnering with Philanthropy and Engagement to host donors and friends of the College with excellence
• Collaborate with campus event partners, including the Philanthropy and Engagement and Admissions events teams, to align standards, share resources, and coordinate calendars

• Organize and oversee logistics for Board of Trustees meeting sand events, including meeting room setup, catering, formal dinners,and on-site support
• Coordinate travel, lodging, and hospitality arrangements for Trustees and special guests
• Support the planning and execution of Board-related activities,including the annual Emeriti meeting
• Partner with colleagues to ensure a high standard of care and service for Trustees and guests

• Provide execution support for special projects and key initiatives of the Office of the President, including timelines,task tracking, vendor coordination, and follow-through, at the direction of the Director and Executive Assistant/Project Manager
• Maintain event budgets, track expenses, and reconcile invoices in partnership with the Director and Executive Assistant/Project Manager
• Build and maintain planning tools, checklists, and vendor relationships that strengthen the Office’s event and project capacity over time
• Serve on committees or task forces and provide coordination support for initiatives as assigned

• Provide administrative and logistical support to the Office ofthe President as needed, anticipating needs and contributing tosmooth daily operations
• Step in for the Executive Assistant & Project Manager asneeded and contribute to a collaborative, solutions-oriented team culture
• Represent the Office of the President with professionalism andwarmth in all interactions, both internal and external

• Demonstrated experience planning and executing events,preferably high-touch or executive-level functions, with a strongeye for detail, design, and guest experience.
• Demonstrated ability to handle sensitive and confidential matters with sound judgment, tact, and discretion.
• Exceptional organizational skills, with the ability to manage multiple complex events and projects simultaneously while maintaining a high level of…