The Events Coordinator plays a key support role in the success of The Westminster Schools and the Office for Institutional Advancement. This highly organized, detail-oriented, and proactive team member will assist with coordinating and implementing signature advancement and community-wide events. The coordinator will be responsible for implementing logistics and event details that fulfill event visions and goals set by department leadership. Reporting to the Director of Events and working closely with the Events Manager, the Coordinator assists with the planning, preparation, and execution of all events to ensure a seamless and high-quality experience for all constituents. Responsibilities include coordinating event logistics, supporting vendor communication, and assisting with event setup and follow-up. The coordinator is a self-motivated and solutions-driven team player who excels at coordinating multiple projects simultaneously and collaborating with team members to deliver best-in-class events. The Events Coordinator contributes to the success of every event produced by the Office for Institutional Advancement and plays a key role in fostering meaningful engagement across the Westminster community.

SupervisorDirector of Events

Supervisory Responsibilities None

Position Status Salaried, non-exempt, full-time, regular, 12-month

Hours of Work Monday through Friday; core hours are 8:00 a.m. to 4:30 p.m. Frequent evening and weekend work may be required as job duties demand Eligible for Remote Work Arrangement.

REQUIREMENTS AND QUALIFICATIONS

The requirements below represent the knowledge, skills, and abilities required for a successful candidate.

• Embraces The Westminster Schools and OIA's mission, vision, and strategic priorities.
• Upholds and models the core values and operating principles of Westminster’s OIA (Courage, Curiosity, Gratitude, Impact, and Ownership).
• Respects a work environment that values and champions diversity, equity, inclusion, and a sense of belonging for all.
• Bachelor’s degree required.
• Minimum of two years of experience in event planning and/or project management, preferably in non-profit organizations.
• Polished communication and interpersonal skills; ability to work and communicate effectively with diverse constituents.
• Confident, poised, and professional leader; able to guide multiple staff members and volunteers regarding event planning.
• Extremely organized and able to manage and oversee all aspects of planning and executing various events.
• Very strong computer skills, including high competency in Microsoft Office software, databases (preferably Raiser’s Edge), and email marketing programs.
• Self-motivated and able to work independently and take initiative to meet deadlines in a time-sensitive and fluid environment with attention to detail and accuracy.
• Flexible, energetic, creative, and confident to ensure flawless execution and leadership for events.
• Growth mindset with active engagement in individual and departmental professional development and best practices.

ESSENTIAL RESPONSIBILITIES

• Supports all events under the purview of the Events Team, including but not limited to Stewardship, Alumni, Campaign, Annual Fund, and community-wide events.
• Provides logistical and administrative support for all events as instructed by the Director or the designated department lead.
• Provides guidance and supports clients with event marketing materials, including but not limited to invitations, emails, programs, and signage in coordination with the Communications team, as appropriate.
• Maintains up-to-date event templates, timelines, and best-practice resources, ensuring accessibility and consistency across the department.
• Builds and maintains each event project in our project management platform, Asana.
• Develops and disseminates event materials, including meeting agendas, presentations, debriefs, and meeting minutes for all projects in partnership with the Director and Manager.
• Utilizes internal campus platforms (Spoonfed, Axiom, Aware Manager, NetSuite, etc.) to communicate event details and requests with internal partners.
• Creates and monitors event registrations to inform vendors and stakeholders of event updates.
• Supports the Director of Events in monitoring and managing event budgets.
• Serves as an event set-up lead on event days, with support from team members.
• Builds and maintains relationships with external venues and vendors—such as catering, tenting, audiovisual, and decor partners.
• Obtains initial proposals and quotes from vendors to share with the events team.
• Works in collaboration with the entire Westminster community, including the Office for Institutional Advancement, Facilities, Risk Management, Technology, Catering, Volunteers, and the President’s Office to execute events.
• Perform other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out. The employee may occasionally lift or move up to 30 pounds. Specific visual abilities required for this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The ability to become certified in CPR, AED, and First Aid is required.

While performing the duties of this position, the employee may occasionally be exposed to outside weather conditions and frequently walk on slippery or uneven surfaces. The noise level in the work environment is often loud.

Westminster is a drug-free, smoke/vape-free campus.

TRAVEL

Travel is primarily local during the regular business day. Overnight and out-of-area travel may also be required, primarily for planned events, conferences, and professional development opportunities.

Driving a Westminster vehicle may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment. It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran under applicable federal, state, and local laws. EOE/M/F/D/V.

Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Westminster's right to assign or reassign duties and responsibilities to this position at any time.