Program Specialist I - Special Events & VIP Visit Coordinator

Updated: 4 months ago
Location: College Station, TEXAS
Job Type: FullTime
Deadline: The position may have been removed or expired!

Job Title

Program Specialist I - Special Events & VIP Visit Coordinator


Texas A&M Engineering


Events and Donor Relations

Proposed Minimum Salary


Job Location

College Station, Texas

Job Type


Job Description

This position is a member of Texas A&M Engineering's marketing and communications team and is assigned to the Office of Special Events and Alumni Relations. This position is responsible for managing, planning, implementing, and executing special events, programs, and VIP visit experiences for the Texas A&M University George H.W. Bush Combat Development Complex (BCDC); and supporting departmental and donor/alumni related events for the Texas A&M College of Engineering as necessary. This position will require attendance at weekend and evening events.

This position is located at the Texas A&M RELLIS Campus in Bryan, Texas


  • Plan, implement and execute special events, programs, and VIP visit experiences for BCDC and the College of Engineering.
  • Interface with BCDC and college leadership to establish goals and agendas, and oversee their implementation.
  • Create and execute day-to-day operational tasks including reserving space, assisting in travel accommodations, providing onsite day-of event support, and other event-related work.
  • Develop logistics, timelines, communications and programming.
  • Schedule and prepare leadership participants and other event speakers.
  • Manage guest registrations and data.
  • Supervise, direct and coordinate vendors such as caters, florists, audio/visual technicians and venue coordinators.
  • Manage project fulfillment for event collateral including invitations, nametags, place cards, printed programs, electronic communications and signage.
  • Initiate post-event analysis, budget summaries and participation feedback.
  • Ensure high quality, professional, effective events, including troubleshooting problems in a timely manner using tact and discretion.
  • Support departmental and donor/alumni relations events, as necessary.
  • Other duties as assigned.

Required Education:

  • Bachelor’s degree in applicable field or equivalent combination of education and experience.

Required Experience:

  • No prior experience required.

Preferred Experience:

  • Related experience in event coordination and execution.
  • Solution-oriented with exemplary hospitality and customer service skills.
  • Experience with planning, implementing, and executing events.
  • Ability to work independently, as well as complete projects by enlisting the cooperation of others.
  • Ability to analyze artistic styling needs to accomplish a specific purpose.
  • Strong situational awareness and the ability to prioritize and stay composed under pressure.
  • Military experience is helpful; especially as it pertains to understanding ranks, protocols, customs, and diplomacy.

Knowledge, Skills and Abilities:

  • Strong oral and written communication and organizational skills.
  • Ability to maintain a high degree of professionalism and commitment to quality.
  • Ability to handle multiple tasks and work in a fast-paced, deadline-oriented environment.
  • Ability to track numerous details, employ critical thinking, adapt quickly, and use creative problem-solving skills.
  • Knowledge of word processing, spreadsheet, and database applications.
  • Ability to be organized and be detail-oriented.
  • Knowledge of etiquette, protocol, and conventional social amenities.

Physical Requirements:

  • Light Work: Exerting up to 20 pounds of force, frequently lifting or carrying of objects weighing up to 10 pounds; requires a good deal of walking or standing.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

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