Events Coordinator

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The Events Coordinator provides support for Yale’s fundraising efforts by assisting in the planning and execution of successful, top-quality events (in-person, virtual, and hybrid) that enhance the relationship between Yale University and its prominent alumni, parents, and friends. The Events Coordinator reports directly to the Senior Associate Director, Events, and supports a team of three event planners, the Associate Director, Events, the Senior Associate Director, Events, and the Director, Events, within the Office of Development’s Marketing & Communications unit.

Key responsibilities include:

• Compile and manage event invitation lists.
• Coordinate mailings and other event communications (electronic and print).
• Track RSVPs and registrations.
• Format and distribute attendance updates.
• Process event-related invoices and track expenses.
• Proofread event communications.
• Produce event materials such as name badges and place cards.
• Compile event attendance metrics.

Required Skills and Abilities:

• Demonstrated ability to support event coordination with excellent interpersonal skills, representing Yale appropriately with prominent guests and officials, and maintaining strict confidentiality.
• Commitment to an inclusive workplace.
• Proficiency with Microsoft Word, Excel, and Outlook; willingness to learn new databases and applications; resourcefulness in problem-solving and grace under pressure.
• Excellent spoken and written communication skills, with strong attention to detail; ability to set priorities and manage multiple projects simultaneously.
• Availability during events, occasional evenings and weekends, and limited travel.

Preferred Education, Experience, and Skills:

• Proven experience with large-scale mailings.

Principal Responsibilities:

• Design, coordinate, and oversee logistical and administrative support for multiple complex educational events and conferences.
• Serve as the main contact for event activities with students, staff, and faculty.
• Coordinate with vendors on costs, technical, security, and other requirements.
• Design and prepare marketing materials.
• Coordinate conference logistics, including reserving rooms, catering, preparing materials, tracking expenditures, and maintaining records.
• Act as liaison with vendors and external organizations involved in events.
• Supervise and coordinate activities of support staff.
• Perform other duties as assigned.

Required Education and Experience:

• Six years of related work experience (four at the same job level), a high school diploma, or an equivalent combination of education and experience.

Background Check Requirements:

All candidates will undergo pre-employment background screening, including motor vehicle, DOT certification, drug testing, and credit checks as appropriate. Offers contingent upon successful completion.

Health Requirements:

Positions may have specific health requirements, including vaccinations or tests, as mandated by law or policy.

Posting Disclaimer:

The hiring rate is determined according to collective bargaining agreements. The description provides a summary of essential functions and does not constitute a complete list of duties. Yale is committed to diversity and non-discrimination in all aspects of employment and education. Inquiries concerning Yale's policies should be directed to the Office of Institutional Equity and Accessibility.

Note: Yale University is a tobacco-free campus.