Special Events & Event Services Administrative Coordinator
Location: Davidson, NC, United States · Reference: 1033
Position Summary
The Department of Special Events & Event Services in College Relations at
Davidson College seeks a highly professional, proactive, and exceptionally
detail-oriented Administrative Coordinator. This role reports to the Senior
Director of Special Events & Event Services to manage high level departmental
operations. Additionally, it maintains an operational, dotted-line reporting
relationship with the Director of Special Events to ensure seamless support of
event planning and preparation processes.
This role requires a person with the judgment to support and interact with
senior leadership and the organizational acumen to manage complex departmental
operations. They will ensure that every engagement, from presidential events
to daily operations, upholds the college's standard of excellence and
commitment to hospitality.
Key Responsibilities Management of Departmental Operations
Manage high-level departmental needs for the 16-member team, including but
not limited to coordinating meeting agendas, monitoring event intake
processes, triaging questions and requests from internal partners, and
organizing annual strategic planning retreats.
Supervise, mentor, and coordinate schedules for 3-5 student staff members
who assist the office with daily administrative operations and event
preparation tasks.
Collaborate with the Administrative Assistant for Event Services to
streamline vendor coordination, budget tracking, invoice processing, and
timely billing workflows for the larger department.
Event Communications & Guest Relations
Manage event communications alongside Special Events staff, from drafting
and building to sending personalized emails and invitations through the
college's specialized communication databases or CRM platforms.
Support the Special Events team in managing critical event workflows,
including guest list curation, registration data entry, complex RSVP
tracking, and database upkeep in the CRM system.
Produce elegant, guest-facing event collateral (e.g., customized
nametags, menu cards, and seating charts) utilizing design templates in
Canva and production layouts in Avery.
Coordinate travel, lodging, and highly detailed itineraries for VIPs,
guest speakers, and presidential event invitees guaranteeing a seamless,
welcoming experience.
Serve as a primary line of contact for alumni, donors, families, trustees,
and VIP guests, exercising independent judgment and exceptional discretion
to address complex inquiries and accommodation needs.
Maintain confidentiality and professional boundaries concerning executive
schedules, VIP visitor details, and sensitive college relations database
records.
Minimum Qualifications
Associate's degree from an accredited institution.
At least 5 years of administrative experience, with a proven track record
of supporting executive-level leadership or high-touch hospitality and VIP
relations.
Demonstrated professional presence and communication skills (verbal,
written, and cross-functional) with a highly developed customer service
orientation.
Superior judgment and decision-making capabilities, with a proven ability
to maintain composure under pressure and resolve logistical challenges on
the fly.
Ability to maintain composure while juggling multiple complex projects and
shifting priorities simultaneously in a fast-paced environment.
Proficiency with digital productivity tools, including Microsoft Office
(Excel, Word, PowerPoint), Google Workspace, Slack, Canva, and modern
database structures.
Ability to lift 20 lbs and manage occasional physical event setup demands
across campus in varying weather conditions.
Preferred Qualifications
Bachelor's degree from an accredited college or university.
Prior experience working within a higher education or nonprofit
advancement environment.
Previous experience supervising, scheduling, or mentoring student staff or
volunteers.
Familiarity with higher education CRM tools (e.g., Blackbaud Raiser's
Edge) and campus scheduling platforms (Ad Astra).
Information about how to submit an application can be found at
https: // employment.davidson.edu
