Coordinator of Events

Description

NOTE TO APPLICANTS: An application must be completed in its entirety in a single session. The system does not allow the applicant to save their information and return later to complete the application. Please have all materials on hand before starting the application.  

WHAT WE CAN DO TOGETHER  
The Association of Former Students engages and inspires the Aggie Network for Texas A&M University in perpetuating the Aggie Spirit. Through our Annual Fund, as well as other revenue streams, we provide scholarships, endowments, emergency student loans, and awards for staff, students, and former students. 

Our newest colleague will join a highly motivated team in furthering this vision through events hosted by The Association and events hosted in the Clayton W. Williams, Jr. Alumni Center. While fostering our team culture in alignment with The Association’s Team Expectations and Texas A&M’s Core Values, the ideal candidate will demonstrate exceptional organization, build trusted relationships with team members and guests, serve as a professional ambassador for The Association and Texas A&M, and possess a strong intrinsic motivation for the betterment of both self and team. 

OUR CULTURE AND BENEFITS  
We work in an inclusive, professional, creative, and collaborative environment that delivers a strong positive social impact to current and former students, faculty and friends of Texas A&M University. Whether coordinating signature events, supporting alumni engagement, or collaborating with campus and community partners, this is an excellent opportunity to expand your professional skills. Professional development and continuous growth are fundamentals in our organization. What we do and how we do it is enhanced by using the most current tools relevant to each role.

All full-time employees are eligible for generous, 100% Association-funded benefits including health insurance, dental insurance, vision insurance, life insurance equal to annual income, savings plan with six-year vesting, long-term disability insurance and exceptional holiday and paid time off schedules. The Association of Former Students is a designated non-profit employer for the Public Service Loan Forgiveness student loan program. Also, you may enhance your benefits through additional self-paid coverage such as short-term disability, family health insurance, increased life insurance and more, to fit your unique personal and family needs.   

A CAREER WITH IMPACT AND MEANING   

Your efforts will bring the Aggie Network to life, helping students, alumni, and faculty stay connected in meaningful ways. You will directly contribute to alumni engagement, support fundraising initiatives, deliver a premier event experience within the Clayton W. Williams, Jr. Alumni Center and help strengthen connections that advance the mission of The Association for generations of Aggies to come.

ESSENTIAL FUNCTIONS OF THE ROLE  

• Maintain a high standard of professionalism, customer service, confidentiality and integrity. 
• Serve as the primary event lead for assigned internal events and programs. 
• Plan, coordinate and execute events from initial planning through post-event evaluation. 
• Serve as primary operational partner for internal stakeholders and ensure all logistics are planned and executed effectively.
• Collaborate with internal programming departments, which provide direction for program content and objectives, while the Events team leads execution and delivery. 
• Manage event logistics, budgets, timelines, vendor relationships, and operational execution. 
• Ensure all event components align with established standards and expectations. 
• Provide direction to Events student staff during event execution to ensure tasks are completed effectively.
• Travel to support events, including Association programs and initiatives. 

ROUTINE DUTIES  

• Develop detailed event plans, timelines, run-of-show documents, and operational strategies to ensure successful event delivery. Ensure completion of required forms, timelines and workflows for assigned events.
• Lead on-site execution for assigned events day-of coordination, troubleshooting and teardown.
• Coordinate all event logistics, including venue setup, catering, audiovisual needs, rentals and event flow and communicate them to the appropriate vendors and/or Coordinator of Events - External & Operations. 
• Communicate event requirements and specifications to Coordinator of Events - External & Operations to ensure proper facility setup and execution.
• Collaborate with internal programming departments to translate program goals into executable event plans, including event logistics, timelines, execution strategy, attendee experience, event-level budgets for assigned events and monitors expenses.
• Support internal departments as a consultant for event registration processes, including system usage, deadlines, tracking, attendance projections and guest experience considerations.
• Maintain accurate event details within EMS and maintain accurate event details and documentation for assigned events. 
• Manage vendor relationships and coordinate with internal departments to confirm event details and deliverables. 
• Monitor event budgets, track expenses, and provide budget recaps and financial reporting. 
• Assess event-level risks, develop contingency plans and implement solutions during event execution as needed. 
• Make real-time decisions during events to ensure successful delivery, escalating issues as appropriate. Escalate risks impacting safety, compliance or reputation to the Director of Events.
• Complete post-event reporting, including budget recaps, participant feedback and operational evaluation and provide recommendations for process improvements based on event outcomes.
• Support Director of Events by assisting with execution of high-profile Association events including Board Meetings, Leadership Council Meetings, Distinguished Alumni Gala, Advocacy & Legislative events, Aggie Ring Day and other major programs as assigned. 
• Collaborate with the Director of Events to support workload balancing and execution during peak event periods, and on department-wide operational coordination to ensure consistency across events. 
• Provide timely updates to Director of Events on event progress, challenges and resource needs. 
• Provide execution support for events outside of assigned portfolio when additional staffing or coordination is required.
• Perform other duties as assigned. 

EMPLOYEES OF THE ASSOCIATION OF FORMER STUDENTS  

• Actively contribute toward efforts to achieve our culture, engagement, and fundraising goals. 
• Participate in various Association-wide activities including but not limited to Aggie Muster, Aggie Ring Day, Reunions, Distinguished Alumni Gala, Pass It Back Day, All-Aggie Hullabaloo, Board and Leadership Council meetings, and internal event teams and task committees. 
• Provide on-site support for Board and Leadership Council meetings and other Association functions. 
• Represent The Association as needed at external events. 
• Serve as an ambassador by meeting our Team Expectations and fostering relationships with students, former students, parents, faculty, staff, and friends of Texas A&M University. 
• Exemplify our Core Values: Respect, Excellence, Loyalty, Leadership, Integrity, Service.  

Requirements

KNOWLEDGE, SKILLS & ABILITIES  

Required: Strong written and verbal communication skills. Exceptional organizational, planning, and project management abilities. Strong interpersonal and relationship-building skills with the ability to work effectively with a diverse range of stakeholders. Demonstrated ability to manage multiple priorities in a fast-paced environment while meeting deadlines. Strong leadership and collaboration skills with the ability to coordinate volunteers, teams, and event participants. Effective budgeting, problem-solving, and decision-making skills. Ability to work independently in an ever-changing and multi-tasking environment with numerous deadlines. Ability to effectively coordinate, train and lead volunteers and teams. Working knowledge of standard audio/visual equipment. Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. Familiarity with event management systems and administrative reporting processes. High attention to detail and commitment to accuracy. Proven ability to solve problems under pressure and make sound operational decisions. Must be able to work irregular and extended hours, including many nights and weekends as well as some holidays. 

Preferred: Experience with EMS Enterprise software. Knowledge of Texas A&M University facilities and operations. Marketing, media relations, graphic design, web communications, or print communications experience. 

PHYSICAL CAPACITY REQUIREMENTS  
Ability to stand, walk, and move throughout event venues for extended periods of time. Ability to operate a keyboard and standard office equipment. Ability to lift, move, and carry objects weighing up to 50 pounds. Valid driver's license and ability to drive for business purposes. 

EXPERIENCE  

Required: Minimum of two years of professional experience in full-time event planning, conference services, hospitality, banquet and catering management, or a related field. Experience coordinating and leading events, volunteers, staff, and teams. Demonstrated ability to develop and execute creative event concepts while maintaining a strong understanding of event design, trends, and event flow. Experience leading groups and running meetings. Demonstrated experience preparing accurate budgets and managing expenses. Working knowledge of standard audio/visual equipment.  

Preferred: Certified Meeting Professional (CMP) designation. Experience working with Texas A&M University, campus facilities, or related organizations. Experience in marketing, media relations, or communications. 

EDUCATION  

Required: Bachelor’s degree or equivalent combination of education and relevant experience.

Preferred: Bachelor's degree in Event Management, Tourism Sciences, Hotel and Restaurant Management, Hospitality, Recreation, Parks and Tourism Sciences, Horticulture, or a related field. Graduate of Texas A&M University. CMP or other relevant professional certification. 

SUPERVISION  

Received: Director of Events. 

Given: None.