Project Coordinator, Special Events

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Target hiring range for this position will be between $51,350-$53,000 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

 

Job Summary:

The Project Coordinator of Events supports the planning, coordination, and execution of events that advance institutional priorities and foster meaningful engagement with key stakeholders. This role primarily supports presidential, athletic, and other high-level events, including trustee and donor events involving the President or the Vice President for Alumni Relations and Development. These events may include athletic events like bowl games or March Madness.

The Project Coordinator also contributes to the planning and execution of campus-wide events—such as groundbreakings, and dedications—by providing operational and logistical support under the guidance of the Senior Director of Events or another senior team member. Working collaboratively with colleagues across departments, this role ensures events align with university goals and adhere to best practices in guest experience, accessibility, and protocol. This position supports the Alumni Relations and Development (ARD) Special Events team in the successful management of events.

Please note: The target budgeted yearly salary for this position is $51,350 to $53,000 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities

• Provides administrative assistance, which includes, but are not limited to; day of event execution, travel logistics, print materials, guest event tracking and communication plans, using tools like CRMs and data analysis within.
• Serve as an administrative lead for presidential athletic events, including trustee, donor, faculty, student, and other campus events. Responsibilities include venue research, financial budget, registration, and managing vendor partners,
• May assist with day-to-day event logistics such as timelines, task coordination, catering, décor, audiovisual needs, invitation management, and on-site support.
• Partners with campus departments, external stakeholders, and third-party vendors to align event goals and ensure successful outcomes.
• Provide hands-on support during events, including guest management, troubleshooting, and ensuring the highest level of hospitality.
• May supervise and provide directions to student workers, temporary staff, or volunteers assisting with events.
• Support post-event wrap-up, including expense tracking, reconciliations, and follow-up tasks.
• Participate in event-related travel as needed.

 

Miscellaneous

• Performs other duties as assigned.

 

MINIMUM QUALIFICATIONS (Education, Experience, Certifications, Skills)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree: OR appropriate combination of education and experience.
• 1 year special events, development, marketing, sales or equivalent experience is required.

 

PREFERRED QUALIFICATIONS (Education, Experience, Certifications, Skills)

• Experience in event planning at an academic institution or organization.
• Familiarity with Microsoft Office Suite (Outlook, excel, word) or equivalent.

 

PREFERRED COMPETENCIES

• Advanced knowledge of word processing, data analysis and reporting using spreadsheets (pivot tables and formulas), email, and database software programs is required.
• Understanding Social Tables and/or other seating software.

 

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://hr.northwestern.edu/benefits/ to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://hr.northwestern.edu/well-being/ to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://hr.northwestern.edu/talent-development/ to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

 

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