ASU Gammage · 1 week ago
Event Coordinator Sr.
Campus: Tempe
Full-time
Onsite
Mid, Senior Level
$45K/yr - $55K/yr
3+ years expArizona State University is a leading institution in higher education, and they are seeking a Senior Event Coordinator to manage a variety of events and marketing initiatives. The role involves planning, coordinating, and executing events while ensuring a high-quality experience for all attendees and maintaining effective communication with various stakeholders.
ArtLeasingPerforming ArtsTheatre
Responsibilities
Ensure a welcoming and inclusive environment where all community members have a high-quality experience (community members include faculty, staff, students, high-profile guest speakers, university leaders, donors, visitors and others)
Serve as representative and point of contact at events on-site, off-site, virtual and hybrid, with university departments and external community
Serve as primary coordinator of the School’s signature events and programs, including Fall Welcome, Coffee Break, Breakfast For Your Brain, Cryptorally, ASU Math Day, Mathematics and Statistics Career Day, Actuarial Science Career Day, ASU Homecoming Block Party, Holiday Party, Wexler Senior and Junior Mathematical Dinners, ASA DataFest, Pi Day 5k Run, Celebration of Women in Mathematics, Spring BBQ, ASU Open Door, School Scholarship and Awards Ceremony, Charles Wexler Awards, and more
Work with faculty, staff and student clubs and external clients to coordinate hosting of meetings, seminars, colloquia, conferences, workshops and other events at the School
Plan, maintain and track all event logistics including, but not limited to: scheduling, facilities, registration, maintaining online reservation systems and tracking RSVPs, participant communications, collateral materials, staffing, tracking attendance, obtaining photo releases, producing name tags and check-in sheets, vendor selection, contract negotiation, catering and food services, janitorial services, room set-up and break-down, audio-visual and computer equipment, outside vendor management, and special needs accommodations to ensure delivery of successful, effective and smooth events
Develop event planning expertise, especially as it pertains to using the School and University spaces and approved vendors
Track purchases, invoices, and payments of vendors
Maintain and track budgets on all events, in accordance with objectives and funding parameters
Stay current on University policies and procedures and assist with ensuring these guidelines are followed
Exhibit strong interpersonal and problem-solving skills with a positive attitude and demeanor, especially when interfacing with internal and external guests
Organize and lead event planning meetings to share and obtain information, activities and details for specific events
Request and oversee activities of student workers assigned to events, including set-up, break down, clean-up, and re-set
Track items stored in the events storage areas and submit and manage orders for replenishing supplies
Work with the Manager of Marketing and Communication to conduct post event analysis in order to suggest future changes and identify areas of opportunity
Maintain events and meeting room calendars and actively communicate with the appropriate teams to constantly provide real time updates in relation to events and other bookings
Responsible for keeping event related School website pages up-to-date and reflective of accurate event information
Post special events on ASU Events web pages, when needed
Assist with marketing of events, such as flyers, posters, email communications and other materials, under the supervision of the Manager of Marketing and Communication
Assist with posting general day-to-day updates of content to the School’s web site
Assist with special projects and other duties, as assigned
Qualification
Required
Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved
Excellent organizational capabilities and the ability to manage multiple projects and thrive in a fast-paced environment
High level attention to detail
Commitment to excellence
Ability to navigate shifting situations and last-minute changes
Strong interpersonal and problem-solving skills with a positive attitude and demeanor
Ability to clearly communicate to perform essential functions
Valid US Driver's license of the appropriate class and required endorsements throughout employment
Preferred
Proficient with Microsoft Office Suite programs: Word, Excel, Outlook, Power point, Acrobat
Familiarity with ASU branding
Experience working in academic settings
Photography skills
Drupal experience
Strong design and technical skills working in Adobe Creative Suite including Illustrator, Photoshop, and InDesign
Salesforce Marketing Cloud experience
Company
ASU Gammage
ASU Gammage is among the largest university-based presenters of performing arts within Arizona State University.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase