Campaign and Advancement Events Coordinator

Job Description :

Reporting to the Director of Campaign Strategy and Management, the Campaign and Advancement Events Coordinator will play a critical role in planning and executing impactful events across the country and on campus. These events will help cultivate and steward relationships with donors, showcase campaign priorities, and create meaningful engagement experiences for all constituents. This role requires exceptional organizational and communication skills, a keen attention to detail, and the ability to manage multiple priorities proactively and with a positive approach.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

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Essential Functions :

Work in close collaboration with the Director of Special Events to lead execution of flawless and engaging special events. Responsibilities include the full event lifecycle of event conception, list management, invitation production, food and beverage selection, audiovisual coordination, day of guest experience, and event wrap up.

Collaborate with marketing and communications staff to create promotional materials for events including hold-the-date notices, invitations, social media posts, signage, and other related promotional needs.

Oversee all aspects of event day execution including setup, registration, audiovisual / entertainment, catering, parking and transportation, and post-event follow-up.

With precise attention to detail, pull invitation lists, maintain accurate records of event attendees, produce nametags, and update other relevant data using the university’s CRM system.

Develop and manage event budgets, ensuring that expenses are within budgetary constraints and seeking cost-effective solutions where possible. Track and coordinate approval and payment of all event invoices.

Research vendors, negotiate contracts, and coordinate logistics with event venues, caterers, audiovisual teams, and other vendors as needed.

Work closely with the campaign volunteer coordinator and development and alumni engagement teams to identify and engage potential donors and event volunteers, ensuring a high level of donor stewardship before, during, and after events. Help recruit, train, and supervise volunteers to assist with event setup, registration, and other tasks as needed.

Conduct post-event evaluations to assess the impact and success of events to identify areas for improvement. Prepare reports summarizing event outcomes and key metrics for stakeholders and staff.

Additional related duties as assigned.

Minimum Qualifications :

Bachelor's degree in event management, hospitality, marketing, communications, or a related field, or a combination of education and experience from which a similar skillset is obtained.

Proven experience in event planning and coordination. Minimum of two years of event planning or related experience, preferably in a development, advancement, or higher education setting.

Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Strong communication and interpersonal skills and the ability to partner and build relationships with volunteers, colleagues, and on- and off-campus vendors.

Proficiency in Microsoft Office Suite, event management software (e.g., Eventbrite, Cvent, or similar), and CRMs (e.g., Slate for Advancement) or project management software. Familiarity with Slate for Advancement or a similar development / advancement-focused CRM is a plus.

Creative problem-solving skills and the ability to think strategically about event planning and execution.

Flexibility to work evenings and weekends as required by event schedules. Ability to travel occasionally on behalf of the University to staff regional events.

Commitment to fostering an inclusive and collaborative work environment.

Application Instructions :

Review of applications will begin immediately and continue until the position is filled. A resume and cover letter are required. Please upload these documents when prompted on the application form. You will be asked to provide names and contact information for three professional references.

Position Type :

Exempt, Full Time, Benefit Eligible

Minimum Pay :

59,038.00 - Pay Commensurate with Experience

Salary : $59,038