The Institutional Events Coordinator at the Batten School & VIMS plans and executes strategic and special events in partnership with units across the institute, including the Dean & Director's Office, Advancement, and Academic Affairs. Reporting to the Chief of Staff, this role manages all aspects of event planning, from developing goals and timelines to coordinating vendors and overseeing on-site logistics. Additionally, the coordinator manages campus space reservations and daily event setups, serving as the primary point of contact for internal and external customers needing meeting space and visitor housing. The role requires strong project management skills, attention to detail, and the ability to collaborate with diverse stakeholders.

Responsibilities

The Institutional Events Coordinator manages all aspects of event planning, including:
Developing event goals, objectives, and briefing materials for senior leaders
Managing timelines, deliverables, and project plans
Coordinating vendors and external partners
Overseeing event logistics and on-site execution
Managing event setup and breakdown
Coordinating staff and event support teams
This position will also manage campus space reservations and daily event setups, assisting with room reservations and coordinating with facilities and housekeeping staff regarding meeting and event setups for daily activities across the institute. They will serve as the point of contact for internal and external customers needing to reserve meeting space and short-term visitor housing on the VIMS campus and will develop and enforce policies and procedures to guide institutional facility use.
1. Institutional Event Planning, Management, and Execution (50%)
Define event scope, objectives, audience, and timelines with stakeholders
Track progress using project management tools
Monitor timelines and follow up on deliverables
Develop and maintain planning documents and workflows
Coordinate logistics, including:
Space, vehicle, and vessel reservations
Vendor coordination
Event setup and breakdown
Manage event materials (signage, nametags, printed items, etc.)
Track registrations and RSVPs
Develop run-of-show documents and briefing materials
Lead planning, briefing, and debrief meetings
Manage event communications (invitations, reminders, registration pages)
Ensure compliance with institutional policies and procurement procedures
2. Campus Space Reservations & Daily Event Operations (40%)
Administer the event management system:
Troubleshoot issues with IT support
Assist users with system questions
Generate reports as needed
Coordinate daily reservations and event setups:
Work with facilities, housekeeping, and finance
Ensure accurate setup and billing
Serve as the primary point of contact for:
Space reservations
Visitor housing
Event setup requests
Develop and enforce policies and best practices for facility use
3. Other Duties (10%)
Support projects and initiatives within the Dean & Director’s Office
Assist with institutional activities as needed

Requirements

Bachelor’s degree or equivalent combination of education and experience
Ability to work independently, take initiative, and solve problems proactively
Strong organizational skills with the ability to manage multiple priorities
Excellent written and verbal communication skills
Strong interpersonal and relationship-building skills
Sound judgment and decision-making ability
Proficiency in Microsoft Office (Outlook, Excel, Word) and virtual platforms (e.g., Zoom)
Ability to remain calm under pressure and adapt in a fast-paced environment
Extensive experience managing events from planning through execution and wrap-up
Experience working collaboratively to deliver projects or events

Nice to have

Experience supporting events involving senior leaders, donors, or VIPs
Experience developing project management tools, templates, or workflows