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
- Maintain event budgets, track expenses, and reconcile invoices in partnership with the Director and Executive Assistant/Project Manager
- Build and maintain planning tools, checklists, and vendor relationships that strengthen the Office’s event and project capacity over time
- Serve on committees or task forces and provide coordination support for initiatives as assigned
Office and Team Support
- Provide administrative and logistical support to the Office of the President as needed, anticipating needs and contributing to smooth daily operations
- Step in for the Executive Assistant & Project Manager as needed and contribute to a collaborative, solutions-oriented team culture
- Represent the Office of the President with professionalism and warmth in all interactions, both internal and external
Qualifications
- Demonstrated experience planning and executing events, preferably high-touch or executive-level functions, with a strong eye for detail, design, and guest experience.
- Demonstrated ability to handle sensitive and confidential matters with sound judgment, tact, and discretion.
- Exceptional organizational skills, with the ability to manage multiple complex events and projects simultaneously while maintaining a high level of accuracy.
- Experience coordinating vendors, venues, catering, and budgets from planning through reconciliation.
- Proactive and resourceful, with strong problem-solving abilities and the capacity to anticipate needs and respond effectively.
- Excellent interpersonal and relationship-building skills, with the ability to work effectively with senior leaders, Trustees, donors, and guests.
- Strong written and verbal communication skills, including composition, editing, and proofreading.
- Proficient in Microsoft Word, Excel, and PowerPoint; comfortable with project and event planning tools, and willing to learn new software as needed.
- Availability for occasional evening and weekend events, with advance notice.
- Self-directed, reliable, and flexible, with a strong commitment to teamwork and collaboration.
- Deep appreciation for and commitment to the mission of Hope College, with a mature understanding of the Christian faith.
Posting Number 2026-030SR
Job Posting Open Date 09/22/2026
Job Posting Close Date
Open Until Filled Yes
Is this position available for sponsorship No
Special Instructions to Applicants
To apply, please submit a cover letter and resume. A letter of recommendation is optional.
