Central State University is hiring: Administrative Coordinator and Event Planner

Administrative Coordinator and Event Planner

Job Summary: The Administrative Coordinator & Event Planner for Research and Economic Development and 1890 Land-Grant Programs is responsible for providing administrative support and planning, organizing, and executing a wide range of events for the organization. This role requires strong organizational skills, the ability to manage multiple tasks simultaneously, and excellent communication abilities to ensure seamless operations. The ideal candidate will be proactive, detail-oriented, and capable of handling both administrative duties and event planning responsibilities with professionalism and efficiency.

Essential Duties and Responsibilities:

Administrative:

• Perform general office duties such as answering phones, scheduling meetings, handling correspondence, and managing office supplies.
• Maintain and organize files, records, and documentation, ensuring compliance with organizational standards and privacy regulations.
• Coordinate and manage calendars for senior RED leadership, scheduling appointments, meetings, and travel arrangements, prepare itineraries, process travel requisitions and reimbursements.
• Assist with data entry, reporting, and document preparation for internal and external stakeholders.
• Support the team with administrative tasks, such as managing emails, filing, creating presentations, and preparing reports.
• Assist with budget tracking and ensure efficient use of office resources.
• Act as a point of contact for internal and external communications, answering inquiries and providing information as needed. Interview, hire, and supervise student workers.

Event Planning & Coordination:

• Plan, coordinate, and execute internal and external events, including meetings, conferences, workshops, retreats, team-building activities, and social gatherings.
• Coordinate and facilitate visits to RED and 1890 Land-Grant Programs for government, community partners, and others.
• Work closely with RED and 1890 LG Program leadership, departments, or constituents to understand event objectives and ensure alignment with organizational goals.
• Develop and manage event budgets, ensuring cost-effectiveness without compromising quality and impact.
• Secure and coordinate event venues, vendors, catering, audiovisual equipment, and other necessary services.
• Handle event logistics, such as invitations, RSVP management, transportation, accommodations, and on-site coordination.
• Develop event schedules and ensure smooth execution by overseeing all aspects of event coordination.
• Serve as the main point of contact during events, managing registration, guest services, and troubleshooting issues as they arise.
• Evaluate events post-completion, gathering feedback and preparing reports to assess success and areas for improvement.
• Cooperate with Red Communications team and University marketing and public relations to promote and publicize events.

Other Responsibilities:

• Assist with special projects as assigned by RED and L-G leadership. Maintain a positive and professional demeanor when interacting with guests, stakeholders, and colleagues.
• Provide recommendations for improving processes and event experiences.
• Stay up-to-date with industry trends and best practices in event planning and administration.
• Ensure that events and administrative tasks comply with organizational policies, procedures, and health & safety regulations.
• Other duties and responsibilities as assigned.

Minimum Qualifications:

• Bachelor’s degree in Business Administration, Event Management, Hospitality, or related field (preferred).
• Minimum of 2-3 years of experience in administrative support and event planning, or a related role.
• Strong organizational skills and detail-oriented with the ability to navigate complicated institutional terrain within a diverse multicultural environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and event management software (such as Cvent, Eventbrite, or others).
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Problem-solving skills with the ability to handle challenges during events.
• Knowledge of budgeting and financial tracking.
• Experience with digital event platforms (virtual or hybrid events).