Event Coordinator, LEC

George Mason University - Arlington, VA

Full-time - Entry Level

Arlington, VA

Educational Services

About the position

The Event Coordinator at George Mason University's Antonin Scalia Law School is a pivotal role within the Law & Economics Center (LEC), responsible for supporting the Associate Director of Events in managing the logistical elements of a wide array of educational programs. This position requires a keen understanding of the sophisticated audiences that the LEC serves, including federal and state judges, attorneys general, and legal professionals, and the ability to execute events with a high level of professionalism and polish. The Event Coordinator will be tasked with coordinating events that range from webinars to large multi-day conferences, ensuring that all logistical aspects are handled efficiently and effectively. In this role, the Event Coordinator will manage various administrative processes, including attendee relations, event marketing, and the maintenance of event supplies and equipment. The position also involves independent travel for events, both domestically and internationally, and may require working irregular hours, including late nights and weekends. The successful candidate will demonstrate a commitment to fiscal responsibility by monitoring event budgets and ensuring that all aspects of the events are executed within financial constraints. The Event Coordinator will also be involved in post-event duties, such as conducting after-action reports, ensuring accurate billing, and reviewing invoices and reimbursements. This role is essential in maintaining the integrity of database information related to events and supporting the overall mission of the LEC in providing high-quality educational experiences.

Responsibilities

• Coordinates and plans logistics for all LEC events, including selection of event menus and review of banquet orders.
• Manages production and shipping of event materials and maintains inventory of event supplies and equipment.
• Distributes and maintains the LEC event calendar with all internal staff.
• Manages event rooming and meal lists, and assists with event marketing.
• Communicates with attendees on important details related to their participation and monitors event budgets.
• Coordinates set up and break down of meeting space during on-site events.
• Ensures food and beverage delivery is accurate and on-time, acting as a liaison between LEC and venue staff.
• Allocates and oversees junior staff, managing and de-escalating any issues that may arise.
• Conducts research for venue selection and site visits, and negotiates rates with vendors.
• Reviews and edits contracts for accuracy and disseminates important contract details to divisions after contracts are signed.
• Conducts after-action reports as needed and ensures billing is accurate at the completion of each meeting.
• Reviews and codes invoices and reimbursements, and performs other related duties as assigned.

Requirements

• Bachelor's degree in a related field.
• Previous experience in the events or hospitality industry (typically 2+ years).
• Experience in managing an event from start to finish, including venue sourcing, planning details, on-site management, and invoicing.
• Some experience in managing virtual events, especially using Zoom.
• Excellent written and verbal communication skills.
• Proficient in the use of Microsoft Office Suite.
• Demonstrated project management, organizational skills, and attention to detail.
• Ability to prioritize and manage multiple responsibilities with shifting priorities and timelines.
• Ability to work both independently and in a team-oriented, collaborative environment.
• Ability to provide an exceptional customer experience.
• Experience with Cvent or other event management software.

Nice-to-haves

• Higher education event experience.
• High proficiency in Cvent, Canva, and WordPress.
• A propensity for offering solutions and asking questions, as well as seeking new work or proposing projects.

Benefits

• Competitive salary commensurate with education and experience.
• Full-time employment with a structured work schedule.
• Opportunities for professional development and training.