Job Description

Job TitleEvent Coordinator

Location Fort Worth, TX

Job TypePart-Time / Non-Exempt (hourly)

Department: Riley Center

Reports ToEvents Management Supervisor

Date3/18/2026 Last Revision

Standard of Christian Commitment

The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message.

Southwestern Seminary, an entity of the Southern Baptist Convention, is a confessional institution. While the Seminary serves the larger evangelical Christian community, employees must embrace the values and standards the Seminary represents as it fulfills its mission of shaping Christian leaders within our denominational context.

Since duties of this position require the employee to represent the Seminary to prospective and current students, candidates must abide by the Seminary bylaws, the Employee Handbook, and the current edition of the Baptist Faith and Message as a condition of employment.

The Event Coordinator is responsible for planning, organizing, and facilitating conferences and events, providing comprehensive support both in the lead-up and on-site during the event. This role includes coordinating with all event stakeholders, contractors and vendors, and overseeing logistics to ensure seamless execution and high-quality experience for all participants.

Key Responsibilities

• Communicates professionally with clients by phone, in person, and via email in a clear manner to manage event inquiries and requests while maintaining timely responses and consistent communication throughout the planning process.
• Collects detailed information for each event to support accurate scheduling, planning, and operational coordination.
• Determines accurate participant count; books meeting rooms based on event capacity and program needs.
• Creates and manages event contracts to ensure all details are accurately documented.
• Plans and coordinates all details, such as room setups, catering needs, and audio-visual device requirements to successfully execute meetings and conferences in alignment with client expectations.
• Responds promptly to client calls and emails related to meeting setups, catering, audio-visual, etc. and maintains consistent follow-up until requests are resolved or escalated.
• Clearly communicates confirmations to the proper departments to ensure coordinated execution of all event logistics.
• Maintains accurate event schedules and ensures all event preparation tasks are completed in a timely manner prior to scheduled meetings and conferences.
• Ensures that meeting rooms are set up with requested amenities and verifies readiness prior to scheduled event start times.
• Welcomes all clients to the Riley Center and provides information regarding room locations, conference information, and Southwestern Baptist Theological Seminary (SWBTS) campus information.
• Addresses new requests of hosts before and during meetings while maintaining event schedules and operational standards.
• Escalates complex booking issues to the Event Management Supervisor for immediate resolution when necessary.
• Ensures overall client satisfaction through attentive service, proactive communication, and problem resolution.
• Obtains client feedback and makes appropriate changes for improvement and future service enhancement.
• Provides accurate billing information and verifies event-related charges.
• Works in coordination with the Administrative Assistant to oversee deposit tracking, invoice distribution, and the maintenance of accurate financial records associated with events and facility services.
• Handles sensitive and confidential information with discretion and professionalism.
• Maintains regular and reliable attendance, adheres to established work schedules, and demonstrates flexibility to support events that may occur outside standard office hours as required by event operations.
• Demonstrates commitment to personal and professional growth in leadership and ministry effectiveness consistent with the mission of the institution.
• Performs other related duties as assigned and specific to the area of responsibility in support of departmental and institutional goals.

Specific Skills and Qualifications

• A High School Diploma or GED required;
• Bachelor’s degree in event management, hospitality, or related field preferred.
• Two-three years of combined experience in leadership or project management, coordinating functions, or conference and event planning experience preferred.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks and deadlines independently.
• Excellent written, verbal, and interpersonal communication skills, with the ability to collaborate, manage conflict, and engage cross-culturally.
• Proficiency in Microsoft Office required; experience with EventPro, Zoom, and CRM databases preferred.
• Basic understanding of finance, accounting, and data interpretation.
• Commitment to a maximum of 28-hour weekly schedule with flexibility for early mornings, evenings, and weekends as needed.
• Must provide proof of U.S. work authorization and identity; background, MVR, and credit checks may be required.

Work Environment / Physical Requirements

• Office Environment - May be required to reach above shoulder level for organizational tasks (e.g., retrieving files from upper shelves), bend, stoop, or reach to access lower or upper shelves.
• Ability to sit and stand for extended periods of time and move about to the office to interact with other staff members.
• Ability to use a computer and near-visual acuity in reading written documents and statistical data.
• Exchanges information by telephone, computer, in writing and in person.

• Ability to traverse campus for meetings and talk to groups while doing so.
• Moderate Lifting - Occasionally transports 20-30lbs of parts and equipment across short distances by various means (e.g., carrying by hand, cart, golf cart) to accomplish tasks.
• Ability to withstand the heat and cold of the north Texas climate.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice to employees.

Southwestern Baptist Theological Seminary will reasonably accommodate qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the institution. Contact human resources (HR) with any questions or requests for accommodation.

About Southwestern Baptist Theological Seminary

Southwestern Baptist Theological Seminary, established in 1908 under the visionary leadership of B.H. Carroll, was born out of the urgent need for trained ministers in America’s rapidly growing Southwest. Initially part of Baylor University, the seminary became an independent institution in Waco before relocating to Fort Worth in 1910. Carroll’s unwavering commitment to orthodoxy, gospel-centered education, and the Great Commission shaped the seminary’s mission. Training God-called men and women for ministry, Southwestern has an expansive academic program training pastors, missionaries, and ministry leaders in theology, missions, evangelism, music and worship, and education. Today, it stands as a beacon of faithfulness, equipping generations to serve Christ’s church globally.