Events Coordinator

Title: Events Coordinator

Department/Location: Events & Hospitality / Elsah

Position Type: Full-Time, 12-Month

Summary

The Events Coordinator manages the planning, coordination, and execution of campus events, conferences, programs, and special gatherings from concept through completion. Acting as the primary liaison for event sponsors and hosts, this position develops event plans, coordinates logistics, communicates with stakeholders, and ensures successful event execution aligned with institutional service standards. The Coordinator provides exceptional customer service while managing multiple projects, fostering positive relationships, and delivering memorable experiences for students, employees, alumni, donors, conference guests, and community partners. 

This position reports to the Manager of Events & Hospitality and works closely with the Director of Hospitality and Events, campus departments, student organizations, conference organizers, vendors, and external guests. The Coordinator serves as the primary planning contact for assigned events and provides direction to student event staff during event execution.

Who We Are 

At our award-winning Early Childhood through grade 12 Principia School in St. Louis, Missouri, and top-ranked Principia College in Elsah, Illinois, Principia faculty and staff make up a close-knit community of educators, coaches, and professionals taking a distinct approach to education—blending academic excellence with Christian Science-based character education. Principia’s team of over 500 employees supports not only Principia School and Principia College, but also a worldwide network of alumni and friends. 

At Principia College, our globally-focused curriculum honors diverse perspectives and develops creative changemakers who use their academic skills for good in service to themselves, their communities, and the world. In-depth study meets real-world experience through study abroad programs, internships, capstone projects, and a robust slate of student activities, including a world-renowned mediation team, top-ranked solar car team, and the nation’s oldest student-run public affairs conference.

Principia employees are part of an engaging academic community preparing students to be tomorrow’s leaders, thinkers, and changemakers. We strive to create a collaborative and inclusive environment where everyone feels they belong and are valued.

Primary Responsibilities

Event Planning & Coordination

• Serves as the primary point of contact for assigned event sponsors, hosts, and campus partners.
• Conducts event intake meetings to understand goals, requirements, budgets, timelines, and guest expectations.
• Develops comprehensive event plans, timelines, run-of-show documents, setup specifications, and logistical plans.
• Coordinates campus events, conferences, meetings, retreats, receptions, ceremonies, and special programs.
• Ensures all event details are communicated effectively to stakeholders and service providers.

Logistics Management

• Coordinates event logistics including catering, room setup, audiovisual support, transportation, signage, registration, guest accommodations, and staffing.
• Facilitates communication among Facilities, Dining Services, Media Services, Security, Admissions, Advancement, Athletics, Student Life, and other departments.
• Confirms event readiness and monitors project timelines to ensure successful execution.
• Anticipates and resolves logistical challenges before and during events.

Event Execution

• Provides on-site event leadership and coordination during assigned events.
• Directs student event staff and volunteers during event setup, execution, and breakdown.
• Serves as a resource for event hosts, guests, speakers, vendors, and participants.
• Troubleshoots operational issues and adapts quickly to changing circumstances.
• Ensures events are executed efficiently and reflect institutional hospitality standards.

Hospitality & Guest Experience

• Supports guest house operations and guest services associated with conferences, events, and special visitors.
• Coordinates hospitality arrangements for speakers, donors, alumni, prospective students, conference attendees, and campus guests.
• Helps ensure guest accommodations, amenities, welcome materials, and event-related hospitality needs are met.
• Delivers a welcoming and professional experience for all visitors.

Campus Tours & Community Engagement

• Provides scripted Maybeck architectural tours and other campus tours as assigned.
• Assists in coordinating community engagement events, prospective student visits, and special campus-hosted experiences.
• Represents Principia professionally to visitors and external guests.

Administrative Support & Assessment

• Maintains event calendars, planning documents, event records, and operational files.
• Collects event participation data, feedback, and assessment information.
• Assists with post-event evaluations and recommendations for continuous improvement.
• Prepares reports and documentation related to assigned events and projects.
• Supports vendor communications, purchase requests, and budget tracking as assigned.

Special Requirements

• Ability to work evenings and weekends as event schedules require.
• Ability to stand, walk, lift, and transport event materials and supplies.
• Ability to work both indoors and outdoors in various environments.
• Must be available to provide on-site support during assigned events.

Core Competencies

Principia values the unique strengths each employee brings to their role. The following competencies are especially important for success at Principia:

Minimum Qualifications

• Student of Christian Science, preferred
• Supportive of Principia’s guiding statements as articulated here https://www.principia.edu/about/guiding-statements
• Bachelor's degree or equivalent combination of education and experience.
• Two to four years of experience in event planning, project coordination, hospitality, conference services, or a related field.
• Demonstrated ability to manage multiple projects and deadlines simultaneously.
• Strong communication, customer service, and organizational skills.
• Experience in higher education, hospitality, nonprofit, or mission-driven organizations preferred.

The statements above describe the general nature and level of work but are not a complete list of responsibilities and are subject to change at the discretion of Principia. 

Compensation and Benefits

We offer a competitive starting salary range for this position, commensurate with experience and qualifications.

In addition to salary, our comprehensive total rewards package includes:

Equal Opportunity

Principia, a mission-driven institution, believes every person has the right to an equitable and respectful educational environment and workplace. Principia does not discriminate on the basis of race, color, national origin, ethnicity, gender (identity or expression), sexual orientation, family status, disability, age, or military or veteran status. 

In hiring, admissions, and related decisions, Principia—as an institution with a religious mission—gives preference, where appropriate, to Christian Scientists.