Job Information
UTAH VALLEY UNIVERSITY Coordinator - Executive Events in OREM, Utah
Coordinator - Executive Events
Salary: Depends on Qualifications
Job Type: FT Nonexempt Salaried Staff
Job Number: FY2503929
Closing: 3/7/2025 11:59 PM Mountain
Location: 800 W University Parkway, Orem
Division: VP Institutional Advancement
Position Announcement
Join Utah Valley University's Executive Events team as a Coordinator, where your organizational skills and attention to detail will play a key role in delivering exceptional experiences. In this dynamic position, you'll manage guest registration, coordinate RSVPs, schedule event logistics, and support agenda preparation for high-profile executive events. Beyond event coordination, you'll assist with budget reviews, inventory tracking, and vendor orders, ensuring seamless execution. If you thrive in a fast-paced environment and enjoy collaborating with a team dedicated to excellence, this is an exciting opportunity to make an impact at UVU.
Summary of Responsibilities
• Works closely with the Executive Events, IA Marketing and Communications, and University Marketing and Communications teams to execute event tasks for all key signature events. Coordinates with UVU campus partners and vendors, assisting with programming and, production and planning elements of look and feel/event theme & design.
• Assists at events with onsite setup and tear-down. Leads VIP guest management and volunteer coordination at all key signature events. Creates and manages registration forms, sends RSVP updates, manages guest RSVP email inboxes, and creates and manages volunteer registration forms.
• Gathers data for and maintains the KPI dashboard for the Executive Team and assists the Sr. Director with annual budgets. Works with the data team to facilitate data requests, imports, and address event data needs.
• Schedules event committee meetings, sends event calendar invites to appropriate parties, prepares agendas, and updates EE team event calendar as needed.
• Performs other job-related duties as assigned.
Qualifications / Licenses / Certifications
Graduation from an accredited institution with a bachelor's degree in a directly related field of study or a combination of education and experience totaling four years.
Preferred Qualifications
A bachelor's degree in marketing, communication, or public relations is preferred.
Licenses or Certifications
Valid driver's license.
Knowledge / Skills / Abilities
Knowledge
• Knowledge of best practices in events, hospitality management, and appropriate matters of etiquette in various settings
• Knowledge of Database Management, such as Blackbaud/Raisers Edge
• Knowledge of event survey programs, such as Qualtrics
• Knowledge of record keeping
• Knowledge of budgeting and procurement practices
• Knowledge of event features, including planning, marketing, and production from inception to post-event assessment
Skills
• Office productive software skills, which must include Microsoft Suite, online resources, project management platforms, and cloud computing applications
• Excellent organizational skills
• Exceptional verbal and interpersonal communication skills
• Strong writing and editorial skills
• Skill in keeping inventories
• Skill in managing POs, requisitions, event budgets, and other financial tasks
Abilities
• Ability to work in a team environment within a large organization with diverse constituencies and shifting prioriti es and deadlines; ability to set priorities and adapt to changing priorities
• Ability to pay attention to details while multi-tasking overlapping projects and deadlines
• Ability to be self-directed and proactive when accomplishing assignments with minimal supervision
• Ability to keep a high level of confidentiality
• Ability to work well in busy/high stress environment
• Ability to converse with igh profile donors
• Ability to drive (with a valid driver's license)
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