POSITION SUMMARY
The Assistant Event Coordinator provides essential support for the planning, coordination, and execution of Homecoming events, including in-person and virtual experiences. This role supports event logistics, registration, vendor coordination, volunteer engagement, attendee communications, and event-day operations to help deliver engaging, well-organized experiences for alumni, students, faculty, staff, and community members. The ideal candidate is highly organized, customer-focused, adaptable, comfortable managing multiple priorities in a fast-paced event environment, and committed to delivering exceptional event experiences.
KEY RESPONSIBILITIES
Event Planning & Coordination
- Assist with developing event timelines, checklists, metrics tracking, and planning documents.
- Help ensure a seamless, welcoming, and positive attendee experience.
- Respond to attendee inquiries professionally and promptly.
- Maintain event-related records and documentation.
Virtual Event Support
- Assist with setup of the virtual event platform.
- Help coordinate speaker and moderator preparation sessions and technology checks.
- Monitor attendee engagement through chat, Q&A, and networking tools.
- Provide technical support before and during events.
- Assist with virtual event communications, reminders, and participant updates.
In-Person Event Support
- Provide on-site support before, during, and after events.
- Support event packing, setup, registration, attendee engagement, and event breakdown.
- Monitor event schedules, assist with resolving logistical issues, and respond quickly to event-related concerns.
- Assist with post-event evaluations, surveys, and reporting.
- Help coordinate venue setup, room diagrams, catering, signage, AV/technology needs, and event supplies.
Vendor & Volunteer Support
- Support vendor engagement and event-day logistics.
- Help coordinate communications and engagement with volunteers and vendors.
- Assist with scheduling staff volunteers.
- Ensure vendors and volunteers have the resources and information needed for successful event execution.
QUALIFICATIONS
Required
- High school diploma or equivalent.
- 2–3 years of professional experience in event coordination, event support, customer service, administrative support, volunteer coordination, or a related area.
- Understanding of event planning principles and best practices.
- Familiarity with vendor coordination and customer service standards.
- Ability to manage multiple priorities, deadlines, and projects simultaneously.
- Strong organizational, project coordination, and communication skills.
- Excellent verbal and written communication skills.
- Ability to work independently and collaboratively within a team environment.
Preferred
- Experience supporting both in-person and virtual university events.
- Experience with event registration platforms and virtual event technologies.
- Experience coordinating vendors, speakers, and/or volunteers.
- Familiarity with Homecoming, reunion, alumni engagement, or higher education programs.
TECHNICAL SKILLS
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
- Experience using Microsoft Teams and Zoom for virtual meetings and events.
- Familiarity with SharePoint or cloud-based file systems.
- Basic knowledge of livestreaming platforms and virtual event tools.
- Ability to learn and navigate event coordination platforms.
- Preferred: Salesforce or similar CRM systems; Cvent Attendee Hub; digital communications; Smartsheet; Microsoft Forms and SurveyMonkey.
CORE SKILLS & COMPETENCIES
- Event logistics coordination and event setup/execution.
- Registration and attendee support.
- Scheduling and calendar coordination.
- Vendor and volunteer coordination.
- Customer service and professional communication.
- Documentation and record keeping.
- Exceptional organization and time management.
- Ability to remain calm under pressure and solve problems effectively.
- Strong attention to detail, accuracy, initiative, dependability, and follow-through.
- Flexibility and adaptability when priorities or event needs change.
- Comfort interacting with diverse audiences, including students, alumni, and volunteers.
- Ability to work effectively in a high-energy, collaborative on-site environment.
PHYSICAL & SCHEDULE REQUIREMENTS
- Ability to stand, walk, and move throughout event venues for extended periods.
- Ability to lift and transport event materials weighing up to 25 pounds.
- Ability to work flexible hours, including occasional evenings during Homecoming season.
- Availability during peak event periods before and during Homecoming.
- Ability to travel locally to Adelphi, Maryland, to support event operations as needed.
Assignment Dates
ASAP – November 13, 2026
Schedule
4 hours per day, up to 20 hours per week; weekdays between 10:00 a.m. and 4:00 p.m.; occasional evenings required
Work Location
Hybrid, with occasional travel to Adelphi, Maryland
