Coordinator of Events - Current Student Emphasis
College Station, TX Events
Description

Manages events for The Association of Former Students at the Clayton W. Williams, Jr. Alumni Center as well as The Association’s events held offsite.


Under the direction of the Director of Events, provides consultation for events in the Clayton W. Williams, Jr. Alumni Center as well as events The Association of Former Students hosts onsite and offsite to ensure that all events meet or exceed our expected premier standards.


This particular position focuses on the following types of events: 1) events hosted by The Association of Former Students’ Campus Programs team; and 2) events hosted by recognized student organizations of Texas A&M University. 

  • Supports the Director of Events in defining event goals, objectives and specific implementation plans that promote Texas A&M University’s core values with internal teams and external groups.
  • Manages internal and external events both onsite as well as offsite as appropriate.
  • Assists in the supervision, directing and coordination of activities of staff, volunteers and vendors as required to successfully execute all aspects of the event.
  • Assists in the determination of fiscal requirements and budgetary recommendations for each event.

Serves as the liaison between the Events team and the Campus Programs team.

  • Manages logistics for Aggie Ring Day, GatheRing, The Next Tradition and any other Campus Program events to include, but not limited to: scheduling of police and security officers, coordination of custodial and landscape services, secure and manage the set up/tear down all in-house equipment, secure outside equipment rentals, secure catering, and manage event flow during Ring Day.

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

  • Maintains the calendar of events and implements 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.

Collaborates with Facilities, Information Technology and other appropriate teams to provide a premier experience for all events.  

  • Works closely with the Director of Events to establish staff and volunteer schedules, task assignments, event set up and equipment allocation to ensure conformance with event objectives and goals.
  • Hosts internal and external customers with Audio Visual requirements and executes as needed.

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 internal and external client groups and vendors.
  • Works with the Director of Events to communicate and collaborate with Association Accounting staff for appropriate billing.

Manages the student assistants on the Events Team to include:

  • Hiring, onboarding and training of all new student assistants.
  • Scheduling the Events students appropriately to ensure that setup, tear down, and event assistance is executed in a timely and professional manner. 
  • Supervises the students.
  • Conducts the annual performance appraisal for each Events student assistant.

Other duties as assigned.


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

  • Actively contributing to efforts to achieve donor growth goal of 100K by 2020.
  • Providing on-site event support for Board and Leadership Council Meetings.
  • Participation on internal event and task committees.
  • Participation in Association events including, but not limited to, The Next Tradition, Ring Delivery, Reunions, Distinguished Alumni Gala and Game Day events, as needed.   
  • Representing The Association as needed at events.

Acts as an ambassador for The Association by meeting Team Expectations; supporting The Association’s fundraising, 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

Required Education and Experience 

Bachelor’s Degree.

Minimum of two years professional experience.


Preferred Education and Experience 

Bachelor’s Degree in Hotel Restaurant Management, Hospitality, Recreation, Parks, and

Tourism Science or Horticulture. Graduate of Texas A&M University.


Experience coordinating and managing events, volunteers, staff and teams. Relevant experience with and understanding of Texas A&M campus and facilities organizations; marketing and media relations experience; knowledge of graphics, web and print communications. Familiar with Eventbrite, SocialTables, and EMS Enterprise software packages. Certified Meeting Professional (CMP) designation is a plus. Working knowledge of standard audio visual equipment. An understanding of event trends, floral design and event choreography.


Required Special Knowledge, Abilities, and Skills

Ability to operate a keyboard.

Ability to move and carry objects up to 50 pounds.

Valid driver’s license and ability to travel on occasional daily or overnight business trips.


Working knowledge of standard office equipment. Advanced software skills, familiarity with event management systems as well as MS Word, Excel, and PowerPoint to perform administrative duties as required maintaining communications, databases, and spreadsheets.

  

Other Requirements or Other Factors

Must be able to work irregular and extended hours, as many events are scheduled on nights, weekends and some holidays. Extremely detail oriented. Professional attire and behavior. Ability to interact with high profile customers. Ability to handle multiple projects; flexibility to adjust to rapidly changing situations and problem solving. Ability to derive solutions to unexpected last-minute challenges. Have 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.

 


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