"Event Coordinator"

The Office of University Events and Protocol oversees all non-academic use of campus venues, summer camps and conferences, intern housing, and internal and external events on campus. The office supports Florida Tech's mission of teaching, research, and service through the effective development and management of events and youth programs that communicate and enhance Florida Tech's reputation for excellence, especially events specific to the visibility of the university. The university's facilities exist for the primary purpose of education, research, and public service. When available space allows, Florida Tech is committed to making its facilities available to external groups and organizations that have a purpose which is consistent with the university's mission. The Event Coordinator provides critical support to the Event Managers and Office of University Events and Protocol, and contributes to the successful execution of events through logistical coordination, vendor management, and accurate event documentation. This role requires strong communication skills, attention to detail, and the ability to work effectively in a fast-paced, team-oriented environment. Position requires flexibility in work schedule due to evening and weekend events.

Responsibilities Include:

• Support Event Managers in planning and executing events, ensuring all logistical details and timelines are met. Assist with event design, strategy, and show flow development.
• Coordinate logistical support for events with internal service providers and external vendors.
• Provide on-site support during event setup, execution, and breakdown to ensure smooth operations.
• Troubleshoot on-site issues and escalate concerns to Event Managers when necessary.
• Serve as the primary on-site contact for assigned events, ensuring all aspects are executed according to plan, and address issues as they arise.
• Create room diagrams in Social Tables and assist student setup staff with event venue setups as needed.
• Enter necessary and relevant data into Event Management System.
• Maintain accurate event records, including timelines, contracts, invoices, and day-of logistics.
• Collect and compile post-event data on attendance, engagement, and logistics to support evaluation efforts.
• Participate in planning meetings and strategy sessions with Event Managers and campus partners.
• Assist with special projects and other duties as assigned by Event Managers or senior leadership.
• Provide scheduled evening and weekend event support.

Requirements Include:

• Bachelor's degree in Hospitality Management preferred
• 1-2 years of related experience required
• Valid drivers license
• Microsoft Office: Word, Excel, PowerPoint, Publisher, Outlook
• Experience in event scheduling, room reservations, event management, and supervision
• Excellent organizational and follow-up skills
• Strong oral, written, and interpersonal skills
• Ability to establish and maintain good rapport with clients, staff, and collaborate with other departments
• Knowledge of EMS and Social Tables (or related event management and room diagramming software) is a plus

Salary: Competitive Salary

Location: Melbourne, Florida, United States

Position Type: Administrative, Business & Administrative Affairs, Community Relations & Institutional Outreach, Alumni Affairs, Conference & Special Event Administration

Employment Type: Full Time