Event Coordinator

Overview

The Wisconsin Foundation and Alumni Association (WFAA) is recruiting for a dynamic and detailed Event Coordinator to join the Alumni Relations and Engagement team. The Event Coordinator works with WFAA and UW-Madison colleagues to plan and execute constituent engagement activities. The Event Coordinator works to understand client needs and apply best practices to create high-quality, memorable experiences that advance organizational objectives. This position supports the execution of virtual, in-person, and hybrid event management. This is a hybrid position that will require you to work on-site in our Madison, WI office location at least two days weekly.

Who is WFAA?The Wisconsin Foundation and Alumni Association is a private, nonprofit corporation that encourages individuals and organizations to make gifts to the university and to connect with the UW. In 2014, the UW Foundation merged with the Wisconsin Alumni Association® to better serve a growing population of UW alumni and donors. We believe that private support grows out of good relationships between campus leaders, faculty and program staff who need support, and the alumni and friends who want to invest in UW–Madison. We provide important engagement opportunities to link UW–Madison alumni to each other and to their alma mater, building a strong community of Badgers.

Diversity and Inclusion:

Just as the university community benefits from differing viewpoints, perspectives, and experiences, inclusion and diversity are imperative for the success of our mission. WFAA values people and the differences that they bring to the organization, and creates an environment in which all staff members and constituents feel respected and have opportunities to thrive.

Essential Functions

Event Coordination

• Actively seek to understand and anticipate client needs and apply best practices to provide high-quality experiences to inspire alumni, donors, and friends.
• Collaborate with internal program, operations, marketing, and registration teams to meet overall event goals.
• Work with the Senior Event Manager to initiate, arrange, and oversee all aspects of event logistics related to constituent experience.
• Provide informed event consultation based on research, best practices, and current event trends.
• Serve as liaison to vendors and venues and facilitate positive relationships with external partners.
• Process event vendor contracts and invoices in accordance with established, required procedures
• Assist with planning and leading events and event-related projects from ideation through to completion.
• Attend project kick-off meetings; provide insight and expertise based on event best practices.
• Problem solve and provide solutions to accomplish event needs, independently or in consultation with the Senior Event Manager, as appropriate.
• Create and monitor event and meeting related budgets/expenses.
• Provide on-site support during event execution.
• Assist with scheduling and managing staff, students, campu,s and alumni employees and volunteers, providing onsite event and meeting support.
• Ensure high-quality, professional, and effective events, including troubleshooting problems in a timely manner using tact and discretion.
• Work with the Senior Event Manager to coordinate and supervise daily operations.

Event Technology

• Assist with the production of virtual events.
• Troubleshoot platform issues and stay up-to-date on platform trainings and developments.

Constituent Relations

• Manage a wide variety of inquiries from internal and external clients.
• Provide exceptional customer service to internal and external clients.
• Respond promptly and courteously to inquiries from internal and external constituents and vendors, taking the initiative to seek information and resolution.
• Communicate regularly and professionally with appropriate stakeholders regarding plans and preparation for events.
• Adhere to team identified goals to obtain optimal results.

Administration

• Knowledge of venue/facility management and necessary support requirements.
• Document event and meeting activity, and outcomes.
• Demonstrate an understanding of and effectively utilize organizational administrative policies, processes, and technology tools.
• Monitor and record event data in an appropriate tool or system.
• Suggest process improvement areas and assist in implementing them when appropriate.
• Execute administrative duties to support the daily functions of the Engagement Operations Team.

Qualifications

Required Qualifications

• Bachelor’s degree or equivalent work experience.
• 1 + years of events planning or related experience.
• Must be able to work flexible hours including nights, weekends and holidays.

Other Qualifications

• 1 + year experience working in a non-profit or fundraising environment preferred.
• Experience with event technology.
• Vendor management experience.
• High degree of proficiency in Microsoft Office (Word, Excel and Outlook).
• Strong organizational and analytical skills.
• Excellent verbal and written communication as well as ability to navigate difficult situations with tact and diplomacy.
• Effectively interact with internal and external clients of diverse backgrounds; work independently and collaborate positively within a team environment.
• Ability to work independently as well as collaborate positively within a team environment.
• Take initiative, demonstrate engagement and creativity, organized and meet deadlines.
• Ability to remain calm under pressure, prioritize and manage multiple tasks and maintain a high degree of discretion, tact, professionalism and diplomacy.

At WFAA, we are dedicated to creating an inspiring, creative, and respectful work environment for our employees. We offer competitive pay and an outstanding benefits program, including a generous 10% 401k contribution after just one year of service! Join us and be part of a team that values your growth and well-being. Click here to learn more about our employee benefits!

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association (advanceuw.org) is the “doing business as” name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation.