Event Coordinator

About the Role

The Events Coordinator works closely with the Events Manager and Senior Manager, Events and Academic Programs at the Becker Friedman Institute for Economics (BFI) as a key member of the events team. This position provides professional support and plans logistics for a broad range of 80-130 events per academic year. These events include academic conferences, workshops, seminars, newsmaker events, summer programs and more. Under general guidance, this role performs a broad range of operational business activities relating to the design, planning, and execution of events and programming.

Key Responsibilities

• Assists with the coordination of events, including reserving space and hotel room blocks, coordinating with caterers, arranging transportation, setting up audio/visual equipment, tracking registration, providing updates of attendance to the team, and preparing event materials.
• Manages contracts with vendors and works to maintain and improve relationships with service providers.
• Supports on-site events, including setup and breakdown.
• Coordinates logistics and catering setup for weekly institute workshops and seminars.
• Supports event speakers by drafting logistics emails, booking travel/hotels, collecting slides, coordinating meetings and activities, responding to on-site needs, and collecting feedback.
• Works with the Communications team to regularly review the accuracy of, and submit updates for, event-related content.
• Contributes to ongoing marketing efforts of BFI programs and events, including increasing outreach to other divisions across campus to engage their students, faculty, staff, and alumni in institute programs.
• Creates event registration pages and maintains guest lists.
• Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation.
• Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
• Compiles data to be used in event and program evaluation.
• Contributes to improvements by implementing ideas as they are identified, with general direction from others.
• Performs other related work as needed.

Requirements & Tech Stack

• College or university degree in a related field.
• Knowledge and skills developed through work experience in a related job discipline.
• Attention to detail.
• Ability to maintain confidentiality.
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines.
• Budget management skills.
• Excellent verbal and written communication skills.
• Organizational skills.
• Demonstrated ability to be an excellent team member.
• Understanding of higher education and/or nonprofit organizations.
• Diplomatic and customer service-based approach to interacting with colleagues and others.
• Ability to work irregular hours, including occasional early mornings, late evenings, and weekends to staff BFI events.

Qualifications

• Education: Minimum requirements include a college or university degree in related field.
• Work Experience: Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• Three Professional References Contact Information (required)