Special Events Coordinator - WashU Medicine, Marketing & Communications (Hybrid)

Position Summary
The Event Manager is responsible for planning, organizing, and executing a wide range of events, including conferences, meetings, symposia, and other special occasions. This role requires strong organizational skills, attention to detail, creativity, and the ability to manage multiple tasks while ensuring a seamless execution of events and meetings that delivers on objectives. In addition, this role requires significant executive presence as the events are directly related to the dean and executive level business priorities.

Job Description

Primary Duties & Responsibilities

Events Planning and Execution

• Depending on the event, develops executive level experience to present the WashU Medicine brand to investors and industry senior leaders for potential partnership and investment.
• Leads the planning and coordination of events from conception to execution, including budgeting, venue selection, vendor management, scheduling, and logistics.
• Oversees all aspects of event execution on-site, including coordinating vendor setups, managing staff and volunteers, resolving issues as they arise, and ensuring events run smoothly and according to plan.
• Coordinates all logistical aspects of events, including transportation, accommodations, equipment rentals, and setup/teardown. Develops detailed event timelines and schedules to ensure smooth execution and timely completion of tasks.
• Develops and maintains an event support toolkit for the WashU Medicine organization including over twenty-one departments and hundreds of centers/labs for alignment and consistency of the medicine brand.

Event Budget and Fiscal Management

• Develops and manages event budgets, tracking expenses, negotiating costs, and ensuring financial targets are met. Provides regular updates to clients on budget status and make recommendations for cost-effective solutions.
• Identifies, negotiates with, and manages relationships with vendors, including caterers, decorators, audiovisual technicians, entertainers, and other service providers. Ensures vendors deliver services that meet quality standards and align with the event's vision and budget.

Continuous Improvement

• Maintains a high level of client satisfaction by delivering exceptional service and exceeding client expectations. Solicits feedback from clients and attendees to continuously improve event experiences.
• Conducts post-event evaluations to assess the success of events, gather feedback from clients and attendees, and identifies areas for improvement. Uses evaluation findings to inform future event planning and enhance overall event quality.

Performs other duties as assigned.

Preferred Qualifications

• Certification in event planning or hospitality management (e.g., Certified Meeting Professional, Certified Special Events Professional).
• Strong organizational and project management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to build relationships with clients, vendors, and internal stakeholders.
• Creative thinking and problem-solving abilities to overcome challenges and create unique event experiences.
• Proficiency in event management software and tools for budgeting, scheduling, and registration.
• Ability to work flexible hours, including evenings and weekends, to accommodate event schedules.
• Knowledge of industry trends, best practices, and regulations related to event management.
• Sound judgement, decision making ability and high level of maturity.
• Ability to compile and analyze data and metrics to inform recommendations and drive results.
• Ability to represent the institution with external constituents.
• Ability to work flexible hours to manage events.

Required Qualifications

Bachelor’s degree and four years of event and/or meeting planning experience or an equivalent combination of education and experience equaling eight years.

Grade
G11

Salary Range
$52,000.00 - $88,800.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ .

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected]  or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.