Coordinator of Events (External & Operations)

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WHAT WE CAN DO TOGETHER
The Association of Former Students engages and inspires the Aggie Network for Texas A&M University in perpetuating the Aggie Spirit. Through our Annual Fund, as well as other revenue streams, we provide scholarships, endowments, emergency student loans, and awards for staff, students, and former students.

Our newest colleague will join a highly motivated team in furthering this vision through events hosted by The Association and events hosted in the Clayton W. Williams, Jr. Alumni Center. While fostering our team culture in alignment with The Association’s Team Expectations and Texas A&M’s Core Values, the ideal candidate will demonstrate a high level of organization, develop trusted relationships with team members and guests, serve as a professional ambassador for The Association and Texas A&M, and possess a strong intrinsic motivation for the betterment of both self and team.

OUR CULTURE AND BENEFITS
We work in an inclusive, professional, creative, and collaborative environment that delivers a strong positive social impact to current and former students, faculty and friends of Texas A&M University. Whether coordinating events, supporting alumni engagement, managing venue operations, or leading student staff, this is a great opportunity to expand your professional skills. Professional development and continuous growth are fundamentals in our organization. What we do and how we do it is enhanced by using the most current tools relevant to each role.?

All full-time employees are eligible for generous, 100% Association-funded benefits including health insurance, dental insurance, vision insurance, life insurance equal to annual income, savings plan with six-year vesting, long-term disability insurance and exceptional holiday and paid time off schedules. The Association of Former Students is a designated non-profit employer for the Public Service Loan Forgiveness student loan program. Also, you may enhance your benefits through additional self-paid coverage such as short-term disability, family health insurance, increased life insurance and more, to fit your unique personal and family needs.

A CAREER WITH IMPACT AND MEANING

Your efforts will bring the Aggie Network to life, helping students, alumni, and faculty stay connected in meaningful ways. You will directly contribute to alumni engagement, support fundraising initiatives, enhance guest experience within the Clayton W. Williams, Jr. Alumni Center, and help strengthen connections that advance the mission of The Association for generations of Aggies to come.

ESSENTIAL FUNCTIONS OF THE ROLE

• Maintain a high standard of professionalism, customer service, confidentiality, and integrity.
• Coordinate and manage external events hosted in the Clayton W. Williams, Jr. Alumni Center.
• Serve as venue coordinator and primary client contact for assigned external events.
• Oversee venue operations, facility readiness, and event execution.
• Supervise, train, and manage Events student staff.
• Support revenue generation through effective facility utilization and event services.
• Ensure event compliance with operational, financial, and contractual requirements.
• Identify risks and implement contingency plans to support successful event outcomes.
• Collaborate with the Director of Events and Internal Coordinator to ensure consistency across all events.
• Support department-wide event operations and high-priority Association initiatives.
• Work on-site and travel as necessary to support events and organizational programs.

ROUTINE DUTIES

• Serve as the event lead and venue coordinator for external events hosted in the Clayton W. Williams, Jr. Alumni Center.
• Act as the primary point of contact for clients from initial inquiry through post-event evaluation, providing consultation on logistics, timelines, facility capabilities, and service options.
• Manage client relationships by setting expectations, communicating proactively, resolving issues, and ensuring an exceptional event experience.
• Coordinate event details, maintain accurate records within EMS and other event management systems, and ensure completion of required documentation and workflows.
• Collaborate with vendors and internal departments to confirm event requirements and ensure successful event execution.
• Support revenue growth by maximizing facility utilization, identifying service opportunities, and recommending operational improvements.
• Monitor event budgets and ensure events are executed in accordance with financial goals, policies, and contractual requirements.
• Identify operational risks, develop contingency plans, and implement solutions during event execution as needed.
• Oversee facility readiness, event setup and breakdown, room configurations, equipment usage, and adherence to operational and safety standards.
• Maintain event equipment, storage areas, and facility spaces to ensure organization and operational efficiency.
• Supervise Events student staff, including hiring, onboarding, training, scheduling, event assignments, and performance management.
• Coordinate staffing needs for internal and external events and ensure student staff are prepared to successfully support event operations.
• Collaborate with the Director of Events and Internal Coordinators to support department initiatives, high-priority events, and peak workload periods.
• Participate in departmental planning, operational coordination, and continuous improvement efforts.
• Provide support for Association programs, internal events, Board and Leadership Council meetings, and other organizational initiatives.
• Travel as needed to support Association events and institutional programs.
• Keep the Director of Events informed of event progress, challenges, and resource needs.
• Perform other duties as assigned.

EMPLOYEES OF THE ASSOCIATION OF FORMER STUDENTS

• Actively contribute toward efforts to achieve our culture, engagement, and fundraising goals.
• Participate in various Association-wide activities including but not limited to Aggie Muster, Aggie Ring Day, Reunions, Distinguished Alumni Gala, Pass It Back Day, All-Aggie Hullabaloo, Board and Leadership Council meetings, and internal event teams and task committees.
• Provide on-site support for Board and Leadership Council meetings and other Association functions.
• Represent The Association as needed at external events.
• Serve as an ambassador by meeting our Team Expectations and fostering relationships with students, former students, parents, faculty, staff, and friends of Texas A&M University.
• Exemplify our Core Values: Respect, Excellence, Loyalty, Leadership, Integrity, Service.

KNOWLEDGE, SKILLS & ABILITIES

Required: Strong written and verbal communication skills. Exceptional organizational, planning, and project management abilities. Strong interpersonal and customer service skills with the ability to develop long-lasting and professional relationships. Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment. Strong leadership, supervisory, and team coordination skills. Ability to work independently and collaboratively while maintaining a positive attitude under pressure. Effective budgeting, problem-solving, and decision-making skills. Ability to coordinate, train, and lead student employees, volunteers, and event teams. Working knowledge of standard audio/visual equipment. Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. Familiarity with event management systems and administrative tracking processes. High attention to detail and commitment to accuracy.

Preferred: Experience with EMS Enterprise software. Knowledge of Texas A&M University facilities and operations. Marketing, media relations, graphic design, web communications, or print communications experience.

PHYSICAL CAPACITY REQUIREMENTS
Ability to stand, walk, and move throughout event venues for extended periods of time. Ability to operate a keyboard and standard office equipment. Ability to lift, move, and carry objects weighing up to 50 pounds. Valid driver's license and ability to drive for business purposes.

EXPERIENCE

Required: Minimum of two years of experience in event coordination, venue operations, hospitality, or a client-facing event environment. Minimum of two years of supervisory experience. Experience coordinating event logistics, managing client relationships, and supporting event execution. Demonstrated ability to manage multiple priorities in a fast-paced environment. Experience with administrative processes, tracking, reporting, budgeting, and expense management. Exceptional written and verbal communication skills. Demonstrated ability to creatively solve problems and make sound decisions under pressure. Working knowledge of standard audio/visual equipment.

Preferred: Certified Meeting Professional (CMP) designation. Experience working with Texas A&M University, campus facilities, or related organizations. Experience in marketing, media relations, or communications.

EDUCATION

Required: Bachelor’s degree or equivalent combination of education and relevant experience.

Preferred: Bachelor's degree in Event Management, Tourism Sciences, Hotel and Restaurant Management, Hospitality, Recreation, Parks and Tourism Sciences, Horticulture, or a related field. Graduate of Texas A&M University. CMP or other relevant professional certification.

SUPERVISION

Received: Director of Events.

Given: Events Student Staff.