Events and Office Coordinator

Events And Office CoordinatorThe Events and Office Coordinator coordinates, supports, and executes a range of events planned by University Events and the Office of the President. This position provides logistical, administrative, and operational support across the full event lifecycle, working closely with internal and external stakeholders to ensure successful delivery of high-quality programs aligned with institutional priorities.The Events and Office Coordinator assists with the planning and execution of university event experiences designed to engage the William & Mary community, support faculty, staff, VIP guests and the Board of Visitors, and increase the national and global reputation of the institution. The Events & Office Coordinator assists the University Events Team in these efforts through event coordination and support, office management and general administrative support.The successful Events and Office Coordinator will be a proactive member of University Marketing's talented and creative team, which includes responsibilities for marketing and branding, strategic events, strategic communications, and project management across three core areas: enrollment, advancement and institutional reputation. The Events and Office Coordinator will help foster a culture of belonging that provides opportunity for all people and perspectives.This position is based in Williamsburg and is expected to work in the office on campus, eligible to work remotely up to two days per week. This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.For full consideration, submit application materials by the review date, August 24, 2026. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.Salary: $40,000 to $45,000, commensurate with experience and internal alignment.Required Qualifications:Bachelor's degree from an accredited institution or equivalent combination of education, experience, and training.Excellent written and verbal communication skills with a strong customer service orientation and the ability to work effectively with internal and external constituencies, while exercising diplomacy and tact in all interactions.Strong technology skills.Demonstrated ability to build and maintain relationships with faculty, staff, students, parents, vendors, and team members is essential.Comfortable leading and managing multiple responsibilities with a high degree of accuracy and minimal supervision with the ability to prioritize tasks and meet established deadlines.Experience in the components of event planning and logistics such as catering, A/V, parking, administrative tasks, work control, facilities coordination, etc.Experience working in an office environment in a customer service or administrative position, performing a variety of administrative support functions with knowledge of successful office practices and protocols and the ability to support a variety of routine and complex tasks (typically 1-2 years).Proficiency in a variety of software applications, particularly MS office (specifically Word and Excel), database management and web-based applications, with the ability to quickly adapt to and learn new software applications and prepare reports.Commitment to teamwork and accountability with the ability to work independently and exercise sound judgment, taking an appropriate level of initiative and the ability to work with flexibility and enthusiasm as priorities change.Preferred Qualifications:Experience in a higher education setting that involves interfacing with diverse constituencies, including students, faculty, staff, senior-level administrators, donors, Board members, and the broader public.Experience supporting multiple individuals or programs in a professional office setting with competing priorities in a collaborative manner.Experience using on-line event registration and logistics planning systems (Cvent, Social Tables) and/or a Customer Relationship Management (CRM) tool (typically 1-2 years).Experience with website design and management, managing social media accounts, and creating posters, flyers, and media for advertising events.Understanding of graphic design, web design, video editing, or other collateral production.Conditions of Employment:This position may be subject to working extra hours during high peak times, etc. as directed and approved by the supervisor including nights and weekends depending upon need.This position requires the ability to maintain confidentiality and appropriately handle sensitive information, particularly in dealings with a wide variety of populations (e.g., volunteers, faculty, staff, and students) of varying levels of education and skills in communication.Job Duties:40% - Event Coordination and Support:Support the execution of various types of events, including meetings, receptions, dinners, social events, and high-level dignitary visits to campus.Coordinate with vendors, venues, speakers, sponsors, media, and other partners to ensure smooth and efficient event operations.Set up and track tasks in project management software. Coordinate with other offices to set and adhere to deadlines set forth for event production.Engage with various constituent offices and departments throughout campus to provide pre-planning and onsite management of assigned events.Prepare and produce event-related materials including event briefings, name badges, place cards, menu cards and signage.Serve as a secondary onsite coordinator and point of contact for events; assist with event setup, implementation, and breakdown, and help resolve any issues or problems that may arise.Coordinate logistical details for visiting dignitaries or campus VIP guests.Foster positive relationships with internal stakeholders, external partners, sponsors, and vendors.30% - Office Operations:Maintain event supplies and office inventory; ensure inventory is organized, relevant, and available, and anticipate needs by placing and expediting orders as needed.Process cost estimates, quotes and invoices; reconcile event budgets and maintain accurate financial records.Maintain accurate files and documentation related to events, communications and office operations.Coordinate with University Communications and campus partners to maintain and update the Commencement website as a major information resource, ensuring schedules, logistics, instructions and related details are accurate, timely and consistent.Maintain the departmental events calendar and contribute to the comprehensive Strategic Events calendar.Prepare post-event reports for Convocation, Charter Day, Commencement and other major events.30% - Administrative Coordination:Serve as the main point of contact for University Events inquiries by email and phone, responding to students, parents, departments and other stakeholders; track requests and troubleshoot issues as needed.Maintain routine University Events departmental website content and support the development of related social media content.Attend and actively participate in meetings with the President's Office, Office of Advancement, University Marketing, Strategic Events, University Events, as well as professional development activities.Support internal coordination by preparing and distributing meeting materials, agendas, notes and follow-up items as needed.Provide general administrative support for University Events projects, meetings and communications.Perform other duties as assigned.Job Profile:JP0217 - Public Relations & Marketing Specialist II - Nonexempt - Salary - S08Compensation Grade: S08Recruiting Start Date: 2026-07-27Position Restrictions: Continuing E&G funded position and not term-limitedEqual Opportunity Employer