About the role
POSITION SUMMARY
The Assistant Event Coordinator provides essential support for the planning, coordination, and execution of Homecoming events, including in-person and virtual experiences. This role supports event logistics, registration, vendor coordination, volunteer engagement, attendee communications, and event-day operations to help deliver engaging, well-organized experiences for alumni, students, faculty, staff, and community members. The ideal candidate is highly organized, customer-focused, adaptable, comfortable managing multiple priorities in a fast-paced event environment, and committed to delivering exceptional event experiences.
KEY RESPONSIBILITIES
Event Planning & Coordination
* Assist with developing event timelines, checklists, metrics tracking, and planning documents. * Help ensure a seamless, welcoming, and positive attendee experience. * Respond to attendee inquiries professionally and promptly. * Maintain event-related records and documentation.
Virtual Event Support
* Assist with setup of the virtual event platform. * Help coordinate speaker and moderator preparation sessions and technology checks. * Monitor attendee engagement through chat, Q&A, and networking tools. * Provide technical support before and during events. * Assist with virtual event communications, reminders, and participant updates.
In-Person Event Support
* Provide on-site support before, during, and after events. * Support event packing, setup, registration, attendee engagement, and event breakdown. * Monitor event schedules, assist with resolving logistical issues, and respond quickly to event-related concerns. * Assist with post-event evaluations, surveys, and reporting. * Help coordinate venue setup, room diagrams, catering, signage, AV/technology needs, and event supplies.
Vendor & Volunteer Support
* Support vendor engagement and event-day logistics. * Help coordinate communications and engagement with volunteers and vendors. * Assist with scheduling staff volunteers. * Ensure vendors and volunteers have the resources and information needed for successful event execution.
QUALIFICATIONS
Required
* High school diploma or equivalent. * 2–3 years of professional experience in event coordination, event support, customer service, administrative support, volunteer coordination, or a related area. * Understanding of event planning principles and best practices. * Familiarity with vendor coordination and customer service standards. * Ability to manage multiple priorities, deadlines, and projects simultaneously. * Strong organizational, project coordination, and communication skills. * Excellent verbal and written communication skills. * Ability to work independently and collaboratively within a team environment.
Preferred
* Experience supporting both in-person and virtual university events. * Experience with event registration platforms and virtual event technologies. * Experience coordinating vendors, speakers, and/or volunteers. * Familiarity with Homecoming, reunion, alumni engagement, or higher education programs.
TECHNICAL SKILLS
* Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). * Experience using Microsoft Teams and Zoom for virtual meetings and events. * Familiarity with SharePoint or cloud-based file systems. * Basic knowledge of livestreaming platforms and virtual event tools. * Ability to learn and navigate event coordination platforms. * Preferred: Salesforce or similar CRM systems; Cvent Attendee Hub; digital communications; Smartsheet; Microsoft Forms and SurveyMonkey.
CORE SKILLS & COMPETENCIES
* Event logistics coordination and event setup/execution. * Registration and attendee support. * Scheduling and calendar coordination. * Vendor and volunteer coordination. * Customer service and professional communication. * Documentation and record keeping. * Exceptional organization and time management. * Ability to remain calm under pressure and solve problems effectively. * Strong attention to detail, accuracy, initiative, dependability, and follow-through. * Flexibility and adaptability when priorities or event needs change. * Comfort interacting with diverse audiences, including students, alumni, and volunteers. * Ability to work effectively in a high-energy, collaborative on-site environment.
PHYSICAL & SCHEDULE REQUIREMENTS
* Ability to stand, walk, and move throughout event venues for extended periods. * Ability to lift and transport event materials weighing up to 25 pounds. * Ability to work flexible hours, including occasional evenings during Homecoming season. * Availability during peak event periods before and during Homecoming. * Ability to travel locally to Adelphi, Maryland, to support event operations as needed.
Assignment Dates
ASAP – November 13, 2026
Schedule
4 hours per day, up to 20 hours per week; weekdays between 10:00 a.m. and 4:00 p.m.; occasional evenings required
Work Location
Hybrid, with occasional travel to Adelphi, Maryland