Events and Office Coordinator

Job Requisition: JR101967 Events and Office Coordinator (Open) Job Posting Title: Events and Office Coordinator Department: CC00005 WM001 | WMUA | University Events Job Family: Staff - Communications Worker Sub-Type: Job Requisition Primary Location: Lambert House Primary Job Posting Location: Posting Location - William & Mary Job Description Summary In University Advancement, we create the conditions for opportunity – human, financial, & experiential – by garnering and stewarding the resources that advance William & Mary. At William & Mary, we convene great hearts and minds to meet the most pressing needs of our time. As such, the university aspires to attract and retain exceptional students, faculty and staff who keep W&M at the forefront of teaching, learning and research. University Marketing emphasizes three core areas — enrollment, advancement and reputation — to enhance William & Mary’s standing as a top institution of higher learning in the U.S. and around the globe. Through its work to strengthen brand perception, student recruitment, alumni engagement and fundraising, University Marketing advances William & Mary’s distinctive excellence, raises its profile worldwide and secures its financial foundation — creating meaningful connections and wide-ranging impact for all times coming. The 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 is a key member of the Strategic Events team in University Marketing within the Office of University Advancement at William & Mary. University Marketing includes all William & Mary efforts to develop and execute marketing programs and campaigns that increase brand identity, perception and awareness across three core areas — enrollment, advancement and institutional reputation. William & Mary’s ability to flourish and advance as a preeminent university depends largely on our ability to drive competitive application and enrollment metrics, ensure long‑term financial sustainability and raise W&M’s profile on a national and global scale. 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. Learn more about University Advancement and view the full position description for this job on the University Advancement recruitment website: 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 (this includes experience in an association, corporation, industry or military related environment). 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. These skills include research, analytical, organizational, and time management skills. Strong technology skills. Demonstrated ability to build and maintain relationships with faculty, staff, students, parents, vendors, and team members is essential. The coordinator must be diplomatic, personable, and able to work effectively in a team environment. 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. Additional Job Description Job Profile: JP0217 - Public Relations & Marketing Specialist II - Nonexempt - Salary - S08 Qualifications Compensation Grade: S08 2026-07-27 Position Restrictions Continuing E&G funded position and not term-limited Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility. Please refer to the company's website or job descriptions to learn more about them. #J-18808-Ljbffr CASE