Event Logistics Coordinator, Law School

Vanderbilt University - Nashville, TN

Full-time - Entry Level

Onsite - Nashville, TN

Educational Services

About the position

The Event Logistics Coordinator at Vanderbilt University's Law School is a vital role within the Finance & Operations Administration, responsible for organizing and executing both on-campus and off-campus events. This position collaborates with various departments and stakeholders to ensure successful event planning and execution, while also managing operational activities, vendor contracts, and budget tracking. The coordinator plays a key role in enhancing the Law School's reputation through effective event management and compliance with university standards.

Responsibilities

• Oversee publicizing and implementing events, celebrations, conferences, and meetings.
• Collaborate with internal and external event planning committees to define event goals and strategies.
• Work in partnership with law school departments on major events.
• Develop a comprehensive event strategy leveraging industry best practices.
• Define and measure key success metrics for events and communicate results in post-event analysis.
• Negotiate agreements and contracts with outside providers to ensure quality service at the lowest cost.
• Create event request forms, post-event feedback surveys, and event orders using software systems.
• Liaise with Student Life to manage the Event Management System for room and space reservations.
• Coordinate community postings and advertisements, including graphics creation using Canva.
• Manage digital monitors and signage in the building to promote events and community highlights.
• Ensure compliance with legal, health and safety, and university standards.
• Serve as a subject matter expert within the Law Community and coordinate with other departments.
• Arrange and provide set-up for internal and external events, lectures, and receptions.
• Assist with event set-up and breakdown.
• Manage invoicing for law school space reservations.
• Assist with building signage and keys.
• Supervise part-time student workers and manage their schedules.

Requirements

• Minimum 3 years of event management experience required; hospitality or customer service experience is a plus.
• Bachelor's degree in hospitality management, event management, business management, public relations, or related field required.
• Event Planning or management certification is a plus.
• Ability to stand for prolonged periods and lift moderately heavy objects up to 40 pounds.
• Ability to work some evenings and weekends.
• Excellent attention to detail.
• Excellent written and oral communication skills.
• Intermediate skills in Microsoft Word and Excel.
• Excellent project management skills required.
• Experience using event management software (EMS) preferred.

Nice-to-haves

• Event Planning or management certification is a plus.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Life insurance coverage
• 401k retirement savings plan
• Paid holidays
• Paid time off
• Professional development opportunities
• Flexible scheduling options