Office of the President- Special Events & Projects Coordinator

Position Title Office of the President- Special Events & Projects Coordinator Classification Title Hourly Full Time (0.75-1.0 FTE) Benefits Eligibility Benefits Eligibility Department Office of the President Job Description ** Position Summary ** The Special Events & Projects Coordinator brings Presidential and Board of Trustees events to life. This individual leads the planning, logistics, and on-site execution of high-touch events and hospitality experiences for Trustees, donors, and distinguished guests, and provides coordination support for special projects and key initiatives of the Office of the President. Reporting to the Executive Assistant and Project Manager, Office of the President, this individual works collaboratively within a dynamic team to ensure seamless operations, exemplary event execution, and outstanding service to internal and external constituents. This role demands exceptional professionalism, discretion, creativity, attention to detail, and the ability to manage multiple priorities with poise and flexibility in a fast-paced environment. The ideal candidate has a true gift for hospitality: the eye, care, and follow-through that turn a well-planned event into a memorable experience. This is a 0.75-0.8 FTE position with a flexible in-office schedule designed to support both the employee and the needs of a dynamic academic environment. Hours will generally follow a 30-hour workweek, with the opportunity to flex up to 32--40 hours during peak periods. During slower periods of the academic calendar, a reduced schedule may be available. Schedule adjustments across the year must maintain the overall 0.75 FTE annual commitment. ** Key Responsibilities ** ** Special Events and Guest Hospitality ** - Lead the planning, design, and execution of Presidential events, including formal dinners, receptions, end-of-semester celebrations, employee appreciation gatherings, and other signature functions - Own event details end to end: themes, decor, florals, menus, room setup, vendors, run-of-show, and on-site management - Manage arrangements for guests of the President, coordinating schedules, transportation, accommodations, and special requests to ensure a welcoming, professional, and memorable experience that reflects the values of Hope College - Support expanded donor hospitality during campaign season, partnering with Philanthropy and Engagement to host donors and friends of the College with excellence - Collaborate with campus event partners, including the Philanthropy and Engagement and Admissions events teams, to align standards, share resources, and coordinate calendars ** Board of Trustees Support ** - Organize and oversee logistics for Board of Trustees meetings and events, including meeting room setup, catering, formal dinners, and on-site support - Coordinate travel, lodging, and hospitality arrangements for Trustees and special guests - Support the planning and execution of Board-related activities, including the annual Emeriti meeting - Partner with colleagues to ensure a high standard of care and service for Trustees and guests ** Project Coordination and Support ** Provide execution support for special projects and key initiatives of the Office of the President, including timelines, task tracking, vendor coordination, and follow-through, at the direction of the Director and Executive Assistant/Project Manager