Coordinator, Event Operations

Responsibilities

• Operations and Reporting — Support event operations processes and tools; assist the Director of Events with maintaining shared standards, templates and tools used by event planners across the organization; prepare and update event reports and tracking documents; participate in cross-functional discussions on data, technology and process improvement as assigned.
• Budget — Track budgets and expenditures for events the team leads; process vendor invoices and contracts; reconcile credit cards; prepare budget updates for review by event leads and the Director of Events; identify and communicate potential budget questions or issues in a timely manner.
• Briefing Process — Coordinate the briefing process used across the team for senior leaders and development staff attending events; draft and prepare briefing documents using established templates and timelines; gather information from research colleagues and event leads; help ensure briefing materials are accurate, complete and delivered on time.
• List Management — Support CRM list generation and event-related reporting for the Events team; pull lists and request reports; organize, format and review data, including the use of AI tools where appropriate, to support mail merges, RSVP tracking and distribution; assist colleagues with established event-related reporting and data processes.
• Data Management — Coordinate RSVP tracking and event participation coding; update the CRM with biographical data collected through the event process; maintain accurate guest lists and attendance data; use AI and other technology tools to help clean, match and organize data more efficiently.
• Onsite Event Support — Provide onsite event support, including set-up and takedown, registration table support and guest services.
• Customer Service — Serve as a point of contact for donors interested in or registered for events, and for internal colleagues and vendors, providing courteous and timely support by phone, email and in person; maintain a professional and service-oriented presence when interacting with alumni, donors, colleagues and guests.
• Debrief — Support the event debrief process, including post-event surveys and internal feedback; use AI and other analytical tools to help summarize findings and prepare information for review by the Director of Events.
• Project Management — Maintain the Events team’s Asana workspace; set up new event projects; send reminders; update task information; and alert event leads to approaching deadlines or potential risks.
• Collaboration and Coordination — Maintain the organization’s central events calendar; place calendar holds for upcoming events; assist in drafting weekly and monthly event updates for review and distribution by the Director; maintain and share resources used by event planners across the organization.
• Process Improvement — Identify opportunities to improve event operations, data tracking and administrative workflows; research best practices as requested; use AI and other technology tools to support efficiency; and assist with implementing approved process improvements.
• Event Leadership & Support — Serve as a lead administrative resource for Events student employees and staff supporting Foundation-hosted events; coordinate assignments, provide day-to-day guidance, and assist with training and communication to promote a seamless and successful event experience.
• Vendor and Inventory Management — Maintain the Events team’s vendor files; track inventory of event supplies, speaker and attendee gifts and materials; and coordinate renewal or procurement of items as needed.
• Perform other duties as assigned for the Events team and the larger Marketing and Communications team.

Requirements

• Microsoft Office products, especially Outlook, Excel and Word, including complex formulas, data manipulation and mail merges with complex variable data
• Customer Relationship Management (CRM) databases, including superuser-level list generation and data hygiene practices
• Event and project management software, such as Asana
• Budget development, tracking and reconciliation practices
• AI and other technology tools that can be applied to streamline workflows and analyze data
• Best practices in event operations and process design
• Tracking budgets for multiple concurrent, deadline-driven events or projects
• Written and verbal communication for internal and external audiences
• Organizing, prioritizing and completing multiple deadline-driven projects
• Using technology tools, including AI where appropriate, to organize data and support administrative work
• Managing multiple tasks while meeting deadlines and maintaining a customer-first attitude
• Proofreading and maintaining accurate documents, spreadsheets and lists
• Exercise sound judgment and discretion in carrying out event operations and administrative responsibilities
• Work collaboratively with colleagues across teams
• Work independently in a fast-paced, deadline-driven environment while seeking guidance when appropriate
• Maintain the highest level of discretion and confidentiality, particularly with donor and briefing information
• Learn and use new software, databases, AI tools and digital technologies
• Extend exceptional and courteous customer service to all internal and external constituents
• Handle interpersonal relationships maturely, thoughtfully and empathetically, including the ability to work with individuals from diverse backgrounds
• Bachelor’s degree and at least three years of experience in event operations, administrative support or a related field, with experience in budget tracking, CRM database use, project coordination and supporting process improvements. Candidates must possess a valid driver’s license and must be able to travel by varying modes of transportation for frequent off-site events during evenings and weekends, including all home OSU football games.

Benefits

• A monthly employer contribution towards benefits
• A monthly employer match for a health savings account
• An impressive 17% employer contribution to retirement plan (based on qualified earnings)
• A generous Paid Time Off (PTO) program
• Two exceptional employee discount programs
• Professional Growth: At OSU Foundation, we believe in investing in our employees' development. We provide ongoing training and opportunities for advancement.
• Innovative Work Environment: Join a team of talented professionals in a stimulating and collaborative work atmosphere