Reports To: Director, Marketing and Development
Job Summary
The Coordinator, Events and Program Support, partners with the Director of Marketing and Development and BVU staff to plan, coordinate, and execute BVU’s events and programs. This position ensures brand consistency, high-quality communications, and exceptional participant experiences. The Coordinator also provides marketing and communications support and assists with administrative tasks that advance BVU’s programs and mission.
Key Responsibilities
Event Planning & Execution
- Develop and manage the annual event calendar (topics, formats, pricing, speakers, venues, etc.).
- Coordinate all logistics for seminars, webinars, and special events, including timelines, budgets, and internal documentation.
- Lead regular event planning meetings and ensure tasks stay on schedule.
- Maintain event inventory (e.g., signage, name tags, tablecloths) and manage event-related policies and speaker agreements.
- Oversee event day operations: setup, check-in, A/V support, on-site logistics, photography, and post-event follow-up.
Registration & Attendee Management
- Create and manage online registration pages, event descriptions, confirmation emails, and meeting links.
- Serve as the primary contact for registration inquiries, accessibility needs, cancellations, and special requests.
- Track registration trends and coordinate outreach to maximize attendance.
- Ensure accurate attendee lists and provide data to relevant staff and partners.
Speaker & Partner Coordination
- Identify, secure, and manage relationships with speakers and panelists.
- Coordinate all speaker logistics including session details, materials, promotional approvals, and prep calls.
- Manage thank-you outreach and post-event follow-up.
- Collaborate with sponsors and partners to deliver event benefits and coordinate assets.
Venue & Vendor Management
- Source, evaluate, and book venues and vendors; negotiate contracts and manage invoices.
- Coordinate logistics such as room layouts, audiovisual needs, hospitality, security, and parking.
Post-Event Activities
- Create and distribute follow-up communications, session recordings, and attendee materials.
- Collect and report event feedback, testimonials, and engagement metrics.
- Track attendance data in Salesforce and analyze trends.
Marketing & Communications Support
Event Promotion
- Create and manage event calendars, webpages, registration pages, and promotional materials.
- Plan and execute marketing campaigns across email, social media, and other channels.
- Develop sponsorship materials and deliver sponsor benefits.
- Post recaps and maintain event photo albums.
General Marketing
- Support creation of newsletters, email campaigns, membership communications, appeals, and other materials.
- Contribute to BVU’s social media strategy and manage day-to-day engagement.
- Assist with public relations, including press releases and media outreach.
- Support brand consistency through adherence to style guides and asset management.
Administrative & Program Support
- Provide additional administrative support across BVU programs (e.g., data entry, document preparation, reporting, and coordination).
- Attend staff meetings and participate in cross-team projects and committees as needed.
Qualifications
- Bachelor’s degree in marketing, communications, or related field.
- Minimum 3 years of experience in events and marketing/communications.
- Strong written and verbal communication skills with a customer-focused approach.
- Exceptional organizational skills and attention to detail.
- Ability to travel independently throughout Northeast Ohio.
- Proficiency with Canva, Salesforce, Microsoft Office, Adobe Creative Suite, WordPress, and email marketing platforms.
- Strong understanding of social media platforms (LinkedIn, Facebook, Instagram, YouTube).