Assistant Event Coordinator

POSITION SUMMARY

The Assistant Event Coordinator provides essential support for the planning, coordination, and execution of Homecoming events, including in-person and virtual experiences. This role supports event logistics, registration, vendor coordination, volunteer engagement, attendee communications, and event-day operations to help deliver engaging, well-organized experiences for alumni, students, faculty, staff, and community members.

The ideal candidate is highly organized, customer-focused, adaptable, comfortable managing multiple priorities in a fast-paced event environment, and committed to delivering exceptional event experiences.

KEY RESPONSIBILITIES

Event Planning & Coordination Assist with developing event timelines, checklists, metrics tracking, and planning documents. Help ensure a seamless, welcoming, and positive attendee experience. Respond to attendee inquiries professionally and promptly. Maintain event-related records and documentation. Virtual Event Support Assist with setup of the virtual event platform.

Help coordinate speaker and moderator preparation sessions and technology checks. Monitor attendee engagement through chat, Q&A, and networking tools. Provide technical support before and during events. Assist with virtual event communications, reminders, and participant updates. In-Person Event Support Provide on-site support before, during, and after events.

Support event packing, setup, registration, attendee engagement, and event breakdown. Monitor event schedules, assist with resolving logistical issues, and respond quickly to event-related concerns. Assist with post-event evaluations, surveys, and reporting. Help coordinate venue setup, room diagrams, catering, signage, AV/technology needs, and event supplies.

Vendor & Volunteer Support Support vendor engagement and event-day logistics. Help coordinate communications and engagement with volunteers and vendors. Assist with scheduling staff volunteers. Ensure vendors and volunteers have the resources and information needed for successful event execution.

QUALIFICATIONS

Required High school diploma or equivalent. 2–3 years of professional experience in event coordination, event support, customer service, administrative support, volunteer coordination, or a related area. Understanding of event planning principles and best practices. Familiarity with vendor coordination and customer service standards.

Ability to manage multiple priorities, deadlines, and projects simultaneously. Strong organizational, project coordination, and communication skills. Excellent verbal and written communication skills. Ability to work independently and collaboratively within a team environment. Preferred Experience supporting both in-person and virtual university events.

Experience with event registration platforms and virtual event technologies. Experience coordinating vendors, speakers, and/or volunteers. Familiarity with Homecoming, reunion, alumni engagement, or higher education programs. TECHNICAL SKILLS Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Experience using Microsoft Teams and Zoom for virtual meetings and events.

Familiarity with SharePoint or cloud-based file systems. Basic knowledge of livestreaming platforms and virtual event tools. Ability to learn and navigate event coordination platforms. Preferred: Salesforce or similar CRM systems; Cvent Attendee Hub; digital communications; Smartsheet; Microsoft Forms and SurveyMonkey.

CORE SKILLS & COMPETENCIES Event logistics coordination and event setup/execution. Registration and attendee support. Scheduling and calendar coordination. Vendor and volunteer coordination. Customer service and professional communication. Documentation and record keeping. Exceptional organization and time management.

Ability to remain calm under pressure and solve problems effectively. Strong attention to detail, accuracy, initiative, dependability, and follow-through. Flexibility and adaptability when priorities or event needs change. Comfort interacting with diverse audiences, including students, alumni, and volunteers. Ability to work effectively in a high-energy, collaborative on-site environment.

PHYSICAL & SCHEDULE REQUIREMENTS Ability to stand, walk, and move throughout event venues for extended periods. Ability to lift and transport event materials weighing up to 25 pounds. Ability to work flexible hours, including occasional evenings during Homecoming season. Availability during peak event periods before and during Homecoming.

Ability to travel locally to Adelphi, Maryland, to support event operations as needed. Assignment Dates ASAP – November 13, 2026 Schedule 4 hours per day, up to 20 hours per week; weekdays between 10:00 a.m. and 4:00 p.m.; occasional evenings required Work Location Hybrid, with occasional travel to Adelphi, Maryland