Reunion and Event Coordinator
Reunion and Event Coordinator
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USD 46800 - 55000
1 Vacancy
Job Description
The Reunion and Event Coordinator plays a vital role in supporting alumni classes through comprehensive reunion planning. Serving as the U.S. Naval Academy Alumni Association and Foundation (AA&F) primary liaison to the classs Reunion Planning Committee the Coordinator provides expert guidance to ensure seamless execution of events. This role offers subject matter expertise on all aspects of reunion planning including existing policies best practices and event logistics. Responsibilities encompass recommendations for registration services venue selection catering coordination transportation planning tailgate organization and coordinating limited logistical support during the execution of reunions. Additionally the Coordinator contributes to the planning and execution of external and affiliate events at the Fluegel Alumni Center as needed fostering meaningful connections and memorable experiences for alumni.
- Primary responsibility is to coordinate with reunion committees in the planning of alumni class reunions:
- Serve as staff liaison in the planning logistics and coordination of the 12-17 annual class reunions
- Serve as a standing member of the Reunion Advisory Committee
- Responsible for updating and maintaining the Reunion Handbook as Provide necessary updates for the Class President Handbook to the Director Class Programs as required.
- Serve as the subject matter expert on existing enterprise reunion policies and procedures to include the Superintendent U.S. Naval Academy Instruction 11100.7 (series) Policy and Instructions for Use of Naval Academy Facilities as well as usage and scheduling of the AA&F Fluegel Alumni Center and NAAA/Navy Marine Corps Memorial Stadium facilities
- Attend and advise individual class major reunion committee meetings as
- Attend various major reunion events and activities during reunions as required. These events will mostly occur on nights and weekends surrounding Navy home football games. A flexible work schedule is necessary.
- Provide classes with recommended commercial services/platforms for registration and overall event management
- Liaison with area venues hotels catering and hospitality companies to provide business recommendations capacities and Points of Contacts to class reunion planners. Leverage the USNA AA&F brand to assist classes in discounts and pricing
- Assist Director of Class Programs in supporting reunion events and logistics for events on the Naval Academy grounds
- Assist Director of Class Programs in keeping CRM updated with Reunion data (i.e. contact info attendee lists lists of deceased classmates etc.)
- Participate in a debrief with each reunion class to determine lessons learned for future use and improvement
- Oversee major reunion mail process; process reunion mailings (collect reimbursable fees as required)
- Event Coordinator
- Be able to work independently and as a team in event planning and venue coordination across a wide range of Alumni Association and Foundation events including board meetings donor relations and cultivation events and alumni- affiliated events
- Develop event concepts timelines and budgets
- Monitor and track event financials
- Coordinate with vendors (event catering rentals dcor and contracts)
- Manage event communications with program managers and internal stakeholders
- Provide day-of venue event coordination which includes availability to work evenings and weekends
- Conduct post-event assessment and customer-feedback surveys and share feedback to leadership and our partners
- Work with Finance to ensure the prompt payment of invoices for our contracted
Minimum Qualifications
- A sincere and enthusiastic belief in the mission of the S. Naval Academy and strong orientation toward serving our Alumni classes
- Robust project management and organizational skills
- Excellent teamwork a customer-focused orientation and strong interpersonal skills
- Experience preparing and managing budgets and event financials
- Knowledge of and proficiency in the Microsoft Office Suite (Outlook Word Excel PowerPoint)
- Able to develop written correspondence and demonstrate reasonable verbal and written communication skills. Exhibits strong interpersonal leadership and communication skills as the Director is responsible for managing all platforms of communication
- Experience in meeting tight deadlines juggling multiple responsibilities and producing a high volume of work
- Strong problem-solving skills stakeholder engagement and the ability to manage unexpected challenges
Preferred Qualifications
- Bachelors Degree in a hospitality or business-related field or equivalent experience
- Familiarity with the S. Naval Academy
- Event management hospitality or strong project management skills
- Familiarity with university non-profit military or related environment
- Excellent verbal and written communication skills (letters email and telephone communications)
- In-depth knowledge of and proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint)
- Proficiency with CRM database/software
- Experience with database queries exports and reports
Additional Requirements
- Able to pass S. Federal Government background check and obtain installation access
- Must be able to work evenings and weekends as needed according to the Event Calendar including weekends associated with Navy football games
- Traditional work environment: may be physically demanding at times-must be able to lift 40 lbs.
- Position may occasionally require travel (2-3 times a year)
- Access to a vehicle for event-related tasks as needed
Required Experience:
IC
Employment Type
Temp
