Special Events Coordinator

• Applicants should reside in the greater West Lafayette, Indiana area.

Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates.

The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career.

• Contribute to creative guest experience ideas under the direction of senior team.
• Support the planning and execution of high-level events, on and off campus, designed to serve Purdue University and Purdue for Life’s engagement and advancement missions.
• Support execution of assigned portions of events.
• Work as part of a centralized events team to reach team goals.
• Evenings, weekends, and travel are required as assigned.

Department Special Events

Employment Type

Full Time Location Purdue for Life Foundation Workplace type Hybrid

• Assist with site location research, vendor communication, and event logistics such as catering, room setup, and A/V needs.
• Assist in the development of event documentation (run of shows, budgets, space diagrams) and maintain accurate event files.
• Support and practice the development and execution of run of shows for events, under guidance from senior team.
• Support the preparation of communication materials such as invitations, confirmations, and event briefs.
• Curate seating assignments and provide to senior team member for approval.
• Assists with onsite event coordination, supporting logistics related to facilities, food and beverage, signage, displays, audio-visual equipment, and security. Provides operational support to volunteers and event staff to ensure smooth execution of events.
• Help resolve onsite issues by escalating to senior team members when needed.
• May assist with welcoming or providing support to university leadership on-site, as directed.
• Provide onsite support during event setup, execution, and teardown.
• Ensure all dietary restrictions and ADA requests are handled in an appropriate manner.
• Review and verify work completed by student workers to ensure accuracy, quality, and alignment with project requirements and standards.

• Maintain attendee lists and assist with nametag creation, check-in materials, and post-event coding.
• Assist in managing invitation lists and mailings based on specified criteria under the direction of senior team.
• Collaborate with the Executive Assistant for Special Events to ensure accurate and timely processing of invoices, billings, and work orders. Perform other administrative and event-related duties as assigned.

• Must be open to learning new skills and procedures, and receptive to guidance and feedback.
• Must possess a working knowledge of event logistics, including scheduling, setup, and vendor coordination.
• Must maintain a positive, solution-focused attitude and demonstrate a collaborative approach to team efforts.
• Ability to work under pressure and with frequent interruptions.
• Ability to multi-task and be detail oriented.
• Ability to handle confidential information.
• Excellent verbal and written communication skills.
• Excellent computer skills including Microsoft Word, Excel and Internet.
• Capable of articulating the strategic mission of Purdue University and the Purdue for Life Foundation with tact and diplomacy.
• Ability to influence and build work relationships among a diverse workforce at all levels.

• Associates degree required.
• One year of experience in event planning or conference coordination or hospitality management required.

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