The Event Coordinator will support the Office of Research and Innovation (ORI)—including the Communications team, the Office of Postdoctoral Affairs (OPA), and the National Security Initiative (NSI)—in managing and expanding a diverse portfolio of events, including the development of a speaker series. This role requires a creative and detail-oriented professional with strong organizational and time management skills, along with excellent written and verbal communication abilities. The position is responsible for delivering well-coordinated, high-impact events through effective planning, sound fiscal management, health and safety regulatory compliance, and collaborative engagement with internal and external stakeholders, while maintaining a commitment to service excellence and continuous improvement.
This hybrid role requires in-office presence once per week with additional onsite presence requested as needed to support in-person events, including advance preparation and day-of coordination (e.g., producing materials, coordinating logistics, and managing supplies). The Event Coordinator will work closely with the Communications team, ORI leadership, and event committees composed of deans, directors, and faculty, as well as external guests. This position reports directly to the Director of Communications within the Office of Research and Innovation.
Duties and Responsibilities
Event planning and management (50%)
- Procure venue space
- Coordinate vendor services (e.g., poster easels, signage)
- Develop/produce event materials (e.g., nametags, slide decks, rosters)
- Coordinate catering services
- Coordinate hybrid format/technology/AV needs
- Coordinate event photo and video
- Develop and oversee registration forms and lists
- Coordinate day-of duties (e.g., set-up space, set-up catering, registration table, A/V, photos, wayfinding)
- Complete post-event activities (e.g., photo post-production, metrics tracking ana analysis, evaluation summaries, vendor invoices)
- Maintain event records, timelines, checklists, and planning documents
- Develop recommendations to improve future event processes
Project coordination and stakeholder engagement (15%)
- Assist with establishment of event committee (if necessary/requested)
- Lead event committee meetings, help establish event agenda, set meeting dates, establish necessary next steps for committee
- Coordinate across ORI leadership, faculty, staff, speakers, sponsors and vendors
- Track deliverables and deadlines
Communications and digital content (15%)
- Develop promotional messaging and materials
- Coordinate attendee communications
- Distribute presentation materials and recordings
- Support event marketing and outreach, including development of event webpages and other digital marketing materials
Online seminar planning and management (20%)
- Set up Zoom webinars and registration
- Assign presenter and co-host roles as assigned
- Provide support during events (monitor chat, Q&A, add links as needed)
- Create webinar surveys
- Post webinar recordings to event pages and notify registrants when available
- Coordinate logistics for paid seminars (track payments, coordinate delivery of materials)
Requirements:
Technical Skills: Proficiency with event management software, digital marketing tools, survey tools, Zoom and Teams, and budget tracking and management.
Physical Requirements and Work Environment:
This position requires moderate physical activity, including prolonged standing and walking, and occasional lifting of up to 50 pounds. Work may take place in a variety of settings, including laboratories, greenhouses, and outdoor environments, and requires good eye-hand coordination. Conditions may be mildly disagreeable at times.
Knowledge equivalent to that which would normally be acquired in a four-year college degree in Public Relations, Communications, Business or in Event Management; one to three years of related and progressively more responsible and expansive work experience in a field related to events management and project coordination; or an equivalent combination of education and experience. Requires experience in word processing, database, spreadsheet, desktop publishing and/or presentation software.
Bachelor's degree in communications, event management, public relations, marketing, public administration, or a related field; or an equivalent combination of education and relevant experience; Four to five years of experience in event management.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Please submit a resume cover letter with your application.
STANDARD 8-5
https://research.msu.edu/
Occasional lifting of 26 to 50 pounds. Ability to lift up to 50 pounds.
