Special Events Coordinator

Northwestern University

Northwestern University is a private research university with 12 schools and more than 21,000 students across three campuses. Beyond being a dynamic learning organization, research thrives at Northwestern University, with teams working to solve society's problems and facilitate clinical and commercial use of their innovations.

Our Mission:

Northwestern is committed to excellent teaching, innovative research and the personal and intellectual growth of its students in a diverse academic community.


Position Details

Special Events Coordinator
Northern Illinois
Evanston, IL

Job Summary:

The Special Events Coordinator will be responsible for the support of many key Kellogg School of Management events. This position will coordinate logistics associated with events that span across the school. This position will play a key role in organizing and execution of key events. The Coordinator will be primary responsible site research, vendor coordination, maintaining and updating planning documents.

The Special Events Coordinator will work with the Special Events team along with key stakeholders within Kellogg to ensure established Event SOPs are instituted and followed within the planning process.

Principal Accountabilities:

  • Coordinates across the Special Events team to manage one or more portion of programs and/or events which may include coordinating with project managers on interests in theme, timing, venue, speakers, etc.; assist in developing materials such as programs, emails, invitations, etc.; processes and maintain information, registration and/or databases; assist in scheduling details such as venue, space, caterers, musicians, photographers, audiovisual and technical requirements, name tags, etc.; prepare event plans and summaries for senior leadership team and other senior stakeholders; provide concierge service for VIPs to help assist with all travel arrangements, including ticket purchases, hotel reservations, transportation arrangements, etc.; manage vendors in accordance with Kellogg’s vision for the event. 
  • Develops, manages and maintains team project coordination and priorities for marquee events. Leads weekly team status meetings and assists in keeping priorities in line. This position requires a high level of organization, management and execution behind key events. Thoughtfulness will have to be given to the many details. 
  • Maintain data (mailing, invitation, attendance, RSVP lists); manage timelines; manage expenses; venue, food, entertainment, technology, security); coordinates graphic design and/or scripting process; tracks responses and post-event survey responses; assists in the development of web analytics, dashboards, and metrics which provide quantitative analysis of program and event outcomes. Schedules and participants in meetings with key staff post-events in order to review information and discuss ways to improve and enhance for future events. 
  • Develops and maintains an event Signage Inventory program for Kellogg Global Hub and internal stakeholders. Works with Facilities and MarComm to track, provide and keep up to date.

Minimum Qualifications:

  • A Bachelor's degree; or the equivalent combination of education, training and experience from which comparable skills can be acquired; 
  • Entry level position with proven proficiencies that include coordination, event planning and project management responsibilities; 
  • Demonstrated ability to work both independently and cooperatively with other staff; 
  • Ability to set priorities and meet deadlines; 
  • Effective verbal and written communication skills; 
  • Outstanding organization, multi-tasking, and detail-oriented skills; 
  • Ability to work effectively in a fast paced, changing environment; 
  • Exceptional customer service skills; 
  • Strong project management skills; 
  • Excellent computer skills (especially in Microsoft Office); 
  • Tech savvy. 
  • Need to be able to navigate and post on social media.

Preferred Qualifications:

  • Familiarity with iModules Event and Email Creation 
  • Familiarity with web-based registration software systems (Eventbrite, Cvent) 
  • Familiarity with SmartSheet/DropBox/Basecamp

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