What are the responsibilities and job description for the Special Events & Event Services Administrative Coordinator position at Davidson College?
Position Summary
The Department of Special Events & Event Services in College Relations at Davidson College seeks a highly professional, proactive, and exceptionally detail-oriented Administrative Coordinator. This role reports to the Senior Director of Special Events & Event Services to manage high level departmental operations. Additionally, it maintains an operational, dotted-line reporting relationship with the Director of Special Events to ensure seamless support of event planning and preparation processes.
This role requires a person with the judgment to support and interact with senior leadership and the organizational acumen to manage complex departmental operations. They will ensure that every engagement, from presidential events to daily operations, upholds the college's standard of excellence and commitment to hospitality.
Key Responsibilities Management of Departmental Operations
- Manage high-level departmental needs for the 16-member team, including but not limited to coordinating meeting agendas, monitoring event intake processes, triaging questions and requests from internal partners, and organizing annual strategic planning retreats.
- Supervise, mentor, and coordinate schedules for 3-5 student staff members who assist the office with daily administrative operations and event preparation tasks.
- Collaborate with the Administrative Assistant for Event Services to streamline vendor coordination, budget tracking, invoice processing, and timely billing workflows for the larger department.
Event Communications & Guest Relations
- Manage event communications alongside Special Events staff, from drafting and building to sending personalized emails and invitations through the college's specialized communication databases or CRM platforms.
- Support the Special Events team in managing critical event workflows, including guest list curation, registration data entry, complex RSVP tracking, and database upkeep in the CRM system.
- Produce elegant, guest-facing event collateral (e.g., customized nametags, menu cards, and seating charts) utilizing design templates in Canva and production layouts in Avery.
- Coordinate travel, lodging, and highly detailed itineraries for VIPs, guest speakers, and presidential event invitees guaranteeing a seamless, welcoming experience.
- Serve as a primary line of contact for alumni, donors, families, trustees, and VIP guests, exercising independent judgment and exceptional discretion to address complex inquiries and accommodation needs.
- Maintain confidentiality and professional boundaries concerning executive schedules, VIP visitor details, and sensitive college relations database records.
Minimum Qualifications
- Associate's degree from an accredited institution.
- At least 5 years of administrative experience, with a proven track record of supporting executive-level leadership or high-touch hospitality and VIP relations.
- Demonstrated professional presence and communication skills (verbal, written, and cross-functional) with a highly developed customer service orientation.
- Superior judgment and decision-making capabilities, with a proven ability to maintain composure under pressure and resolve logistical challenges on the fly.
- Ability to maintain composure while juggling multiple complex projects and shifting priorities simultaneously in a fast-paced environment.
- Proficiency with digital productivity tools, including Microsoft Office (Excel, Word, PowerPoint), Google Workspace, Slack, Canva, and modern database structures.
- Ability to lift 20 lbs and manage occasional physical event setup demands across campus in varying weather conditions.
Preferred Qualifications
- Bachelor's degree from an accredited college or university.
- Prior experience working within a higher education or nonprofit advancement environment.
- Previous experience supervising, scheduling, or mentoring student staff or volunteers.
- Familiarity with higher education CRM tools (e.g., Blackbaud Raiser's Edge) and campus scheduling platforms (Ad Astra).
Information about how to submit an application can be found at https://employment.davidson.edu
Davidson is strongly committed to achieving excellence and cultural diversity, and welcomes applications from women, members of minority groups, and others who would bring additional dimensions to the college's mission.