Coordinator of Events
College Station, TX Events
Description

Our vision is simple, yet bold: "The Association of Former Students will be the premier alumni organization.” We are seeking an individual to join a highly motivated team in furthering this vision through events hosted by The Association as well as events hosted in the Clayton W. Williams, Jr. Alumni Center. While fostering our team culture in line with The Association’s Team Expectations and Texas A&M’s core values, the ideal candidate will be someone who demonstrates skill in and devotion to (i) exhibiting a high-level of organization to effectively manage multiple efforts at a time, (ii) developing and fostering trusted relationships with team members and guests to The Association, (ii) serving as a professional ambassador for The Association and Texas A&M, and (iv) having a strong intrinsic motivation for the betterment of both self and team.


This Coordinator of Events will manage events for The Association of Former Students to include, but not limited to, external events hosted in the Clayton W. Williams, Jr. Alumni Center, meetings of The Association staff, Aggie Ring Day, Ring Remembrance, Worldwide Roll Call for the Absent, Graduate Student Wine Tasting, GatheRing, All-Aggie Tailgates, and All-Aggie Hullabaloo. This position will be directly responsible for the Distinguished Alumni Gala registration and assist the Director of Events with Board and Leadership Council Meetings and vendor relations for the Distinguished Alumni Gala, as well as travel to assist the Director of Events as needed for the 3Q Board Meeting & Strategic Leadership Retreat and Aggies on the Hill.


Please note that when applying for an opportunity, the application will need to be completed in its entirety all at once. You will not be able to save your information and return to complete your application. 


DUTIES

Essential Functions: Provides coordination and consultation for, but not limited to, the events stated above, as well as other events as appropriate, ensuring that all events meet or exceed The Association’s expected premier event standards. 

  • Manages event logistics to include, but not limited to: securing appropriate event space, vendor coordination, managing catering, outside equipment rentals, police and security officers, set up/tear down of all in-house equipment and décor, audio/visual needs, coordination of custodial and landscape services, and managing event layout and flow during the event itself.
  • As appropriate and in coordination with The Association’s various programing departments, manage the lending of Event equipment for appropriate Club, Constituent Network, Class, Student Organization and Texas A&M and A&M System events.
  • Works closely with internal departments to identify the key programmatic elements and develop a timeline for internal events.
  • Supports the Director of Events in defining event goals, objectives and specific implementation plans that promote Texas A&M University’s core values.
  • Assists in the supervision, directing and coordination of activities of staff, volunteers and vendors as required to successfully execute all aspects of the event.
  • Serves as the liaison between the Events team and the entity hosting the event in the Williams Alumni Center, or as appropriate with Classes, Clubs and Constituent Networks offsite.
  • Assists in the determination of fiscal requirements and budgetary recommendations for each event.
  • Monitors progress of registration, revenue goals and adjusts plans as appropriate to create revenue and attendance projections for internal events.
  • Works closely with the Director of Events and hosting department as appropriate to establish staff and volunteer schedules, task assignments, event set up and equipment allocation to ensure conformance with event objectives and goals.
  • Collaborates with Facilities, Information Technology and other appropriate teams to provide a premier experience for all events.  
  • Serves as a supervisor for all Events Student Assistants to ensure that setup, tear down, and event assistance is executed in a timely and professional manner. 


Manages scheduling and practices related to all rentable spaces in the Clayton W. Williams, Jr. Alumni Center.

  • Works closely with the Director of Events to maintain the calendar of events and implement a system that enables and anticipates long-term planning and effective event management for all internal and external meetings, conferences and events.
  • Assists in the management of relationships and bidding processes to ensure excellent service and most efficient cost for goods and services.
  • Manages all in-house décor, specialty décor and table arrangements for events held in the Clayton W. Williams, Jr. Alumni Center.


Manages the Events Student Assistants on the Events Team to include:

  • Hiring, onboarding and training of all new in-office Student Assistants.
  • Scheduling the in-office Events Student Assistants appropriately to ensure that in-office shifts are covered and tasks are executed in a timely and professional manner. 
  • Supervises all students.
  • Conducts the annual performance appraisal for each in-office Events Student Assistant.


Performs administrative duties related to events, including completion of relevant forms and maintenance of event-related databases.  

  • Assists in the development, confirmation and execution of all necessary pre-event details and follow-up with the hosting department, external client groups and event vendors.
  • Works with the Director of Events to communicate and collaborate with Association Accounting staff for appropriate billing.
  • Provide post-event analysis, budget recaps and participant feedback for each event and incorporate learning in to future plans.
  • Manages customer relations for individuals purchasing tributes in the Distinguished Alumni Gala program to include gathering the content for creation and communicating customer needs with The Association’s Graphics team. 

 

Participates and provides input on various Association-wide activities, which may include:  

  • Actively contributing to efforts to achieve culture, engagement, and fundraising goals.
  • Providing on-site event support for Board and Leadership Council meetings.
  • Participating on internal event and task committees.
  • Participating in Association events including, but not limited to, Muster, Aggie Ring Day, Reunions, Distinguished Alumni Gala, Pass It Back Day, All-Aggie Grad Party, and All-Aggie Hullabaloo, as needed.
  • Representing The Association as needed at external events.


Serves as an ambassador for The Association by meeting Team Expectations; supporting The Association’s fundraising, engagement, branding, and communications efforts; and fostering relationships with former students, current students, parents, faculty, staff and friends of Texas A&M. 


Occasional other duties as assigned.

Requirements

SUPERVISION

Received: Director of Events.

Given: Events Student Assistants and Events In-Office Student Assistants.


EDUCATION

Required: Bachelor’s degree.

Preferred: Bachelor’s degree in Event Management, Tourism Sciences, Hotel Restaurant Management, Hospitality, Recreation, Parks, and Tourism Science or Horticulture. Graduate of Texas A&M University. 


EXPERIENCE

Required: Minimum of two years professional experience. Experience coordinating and managing events, volunteers, staff and teams. Exceptional verbal and written communication skills with demonstrated ability for accuracy and thoroughness. Proven ability to creatively solve problems under pressure.

Preferred: Certified Meeting Professional (CMP) designation is a plus. Experience coordinating and managing events, volunteers, staff and teams. An understanding of event trends, floral design and event choreography. Working knowledge of standard audio/visual equipment. Relevant experience with an understanding of the Texas A&M campus and facilities organizations; marketing and media relations experience; knowledge of graphics, web and print communications. Experience leading groups and running meetings.


SKILLS

Required: Excellent organizational, planning and project management skills. Ability to work on a high-performing team, as well as independently in an ever-changing and multi-tasking environment with numerous deadlines. Effective time management skills. Working knowledge of standard office equipment. Advanced software skills with MS Word, Excel and PowerPoint. 

Preferred: Working knowledge of EMS Enterprise software package or familiarity with event management systems.


PHYSICAL REQUIREMENTS

Required: Ability to stand/move around quickly for long periods of time. Ability to operate a keyboard. Ability to move and carry objects up to 50 pounds. Valid driver’s license and ability to drive on business trips.


OTHER

Required: Must be able to work irregular and extended hours, including many nights and weekends as well as some holidays. Extremely detail oriented. Professional attire and behavior. Ability to interact with high profile former students and customers. Ability to handle multiple projects; flexibility to adjust to rapidly changing situations and problem solving with a positive attitude. Ability to derive solutions to unexpected last-minute challenges. Excellent oral and written communications skills. Work well independently as well as with a team. Ability to manage a team with diverse skill sets and opinions.