Executive Event Coordinator

Position Summary

The Executive Events Coordinator supports the planning and execution of presidential and university events, with a focus on enhancing guest experience and logistical support. The role manages event décor rentals, supports Presidential Tailgates with SUU Athletics, and gathers sponsorships and prizes for the annual Thor’s Thunder Classic scholarship golf tournament. This position plays a critical role in providing hospitality-focused event execution while contributing to the university’s external engagement goals.

Essential Functions

• Support the planning and execution of high-profile campus events including Homecoming Week, the annual golf tournament, founder’s week, banquets, luncheons, Commencement, concerts, and other presidential engagements. Develop detailed event briefs outlining objectives, timelines, logistics and responsibilities. Manage all aspects of event execution including venue selection, vendor coordination, budget management, and on-site logistics. Work with the Executive Events Director to oversee post-event communication and analysis to assess event success and gather feedback for continuous improvement.

• Coordinate event equipment rentals for presidential and university events, ensuring all logistical and operational aspects are executed smoothly. This includes the organization, maintenance, and oversight of storage facilities to keep an up-to-date and accurate inventory of all event assets, including but not limited to centerpieces, linens, branded 20% swag, and specialty décor. Responsible for managing the rental process from start to finish, including scheduling, transportation, setup and teardown coordination, and maintaining a streamlined check- in/check-out system. Monitor the condition of all items, track usage, and coordinate billing or replacement for any lost, broken, or stolen equipment. Work closely with campus departments and external vendors to ensure availability, quality, and proper usage of inventory, supporting the professional execution of high-profile campus events.

• Collaborate closely with SUU Athletics and the Office of the President to plan and execute Presidential Tailgates, delivering a premier game day experience that reflects the values and prestige of the university. Responsibilities include coordinating all event logistics, such as scheduling and setup of canopies, tables, linens, and high-quality catering services. Ensure seamless integration with game day operations and campus protocols. Providing elevated hospitality and personalized service to VIP guests, university leadership, and community stakeholders. Maintain a polished and welcoming environment that strengthens relationships, fosters school spirit, and reinforces SUU’s commitment to excellence.

• Lead prize procurement efforts for the annual Thor’s Thunder Classic Scholarship Golf Tournament. Cultivate relationships with local businesses, campus partners, and regional sponsors to secure in-kind donations, financial contributions, and branded support. Curate an impressive and well-organized prize raffle display designed to maximize participant engagement and raise critical funds for student scholarships. Ensure all contributions are acknowledged appropriately and align with the tournament’s mission to support student success through philanthropic engagement.

• Assist in the onboarding, training, and ongoing mentorship of student interns on the Executive Events team. Collaborate with both paid interns and volunteer student leaders to provide hands-on experience in professional event planning and execution. Serve as a point of contact and support for students enrolled in the event management course, facilitating meaningful learning opportunities through real-world application. Foster a positive, inclusive, and educational environment that encourages growth, accountability, and the development of key industry skills.

• Deliver on-site hospitality and event support to ensure a seamless and memorable guest experience for alumni, dignitaries, donors, and community partners. Serve as a welcoming representative of the 10% university, anticipating guest needs and resolving issues with professionalism and poise. Oversee event flow, manage guest arrival and registration, and coordinate with catering, facilities, and AV teams to uphold the highest standards of service. Foster a warm, polished, and engaging atmosphere that reflects SUU’s commitment to excellence in every interaction.

• Other duties as assigned.

Education & Experience

Position Summary

The Executive Events Coordinator supports the planning and execution of presidential and university events, with a focus on enhancing guest experience and logistical support. The role manages event décor rentals, supports Presidential Tailgates with SUU Athletics, and gathers sponsorships and prizes for the annual Thor’s Thunder Classic scholarship golf tournament. This position plays a critical role in providing hospitality-focused event execution while contributing to the university’s external engagement goals.

Essential Functions

• Support the planning and execution of high-profile campus events including Homecoming Week, the annual golf tournament, founder’s week, banquets, luncheons, Commencement, concerts, and other presidential engagements. Develop detailed event briefs outlining objectives, timelines, logistics and responsibilities. Manage all aspects of event execution including venue selection, vendor coordination, budget management, and on-site logistics. Work with the Executive Events Director to oversee post-event communication and analysis to assess event success and gather feedback for continuous improvement.

• Coordinate event equipment rentals for presidential and university events, ensuring all logistical and operational aspects are executed smoothly. This includes the organization, maintenance, and oversight of storage facilities to keep an up-to-date and accurate inventory of all event assets, including but not limited to centerpieces, linens, branded 20% swag, and specialty décor. Responsible for managing the rental process from start to finish, including scheduling, transportation, setup and teardown coordination, and maintaining a streamlined check- in/check-out system. Monitor the condition of all items, track usage, and coordinate billing or replacement for any lost, broken, or stolen equipment. Work closely with campus departments and external vendors to ensure availability, quality, and proper usage of inventory, supporting the professional execution of high-profile campus events.

• Collaborate closely with SUU Athletics and the Office of the President to plan and execute Presidential Tailgates, delivering a premier game day experience that reflects the values and prestige of the university. Responsibilities include coordinating all event logistics, such as scheduling and setup of canopies, tables, linens, and high-quality catering services. Ensure seamless integration with game day operations and campus protocols. Providing elevated hospitality and personalized service to VIP guests, university leadership, and community stakeholders. Maintain a polished and welcoming environment that strengthens relationships, fosters school spirit, and reinforces SUU’s commitment to excellence.

• Lead prize procurement efforts for the annual Thor’s Thunder Classic Scholarship Golf Tournament. Cultivate relationships with local businesses, campus partners, and regional sponsors to secure in-kind donations, financial contributions, and branded support. Curate an impressive and well-organized prize raffle display designed to maximize participant engagement and raise critical funds for student scholarships. Ensure all contributions are acknowledged appropriately and align with the tournament’s mission to support student success through philanthropic engagement.

• Assist in the onboarding, training, and ongoing mentorship of student interns on the Executive Events team. Collaborate with both paid interns and volunteer student leaders to provide hands-on experience in professional event planning and execution. Serve as a point of contact and support for students enrolled in the event management course, facilitating meaningful learning opportunities through real-world application. Foster a positive, inclusive, and educational environment that encourages growth, accountability, and the development of key industry skills.

• Deliver on-site hospitality and event support to ensure a seamless and memorable guest experience for alumni, dignitaries, donors, and community partners. Serve as a welcoming representative of the 10% university, anticipating guest needs and resolving issues with professionalism and poise. Oversee event flow, manage guest arrival and registration, and coordinate with catering, facilities, and AV teams to uphold the highest standards of service. Foster a warm, polished, and engaging atmosphere that reflects SUU’s commitment to excellence in every interaction.

• Other duties as assigned.

Education & Experience

Minimum Qualifications

• 4 Year / Bachelors Degree in Communication or relevant field.

• Strong proficiency in event planning, including developing detailed briefs and managing logistics.

• Must be able to handle multiple projects simultaneously and work in a dynamic team environment across multiple areas of campus.

• Ability to work and communicate concisely and effectively, both orally and in writing with a broad range of internal and external constituents including faculty, staff, students, alumni, donors, VIPs and friends.

• Excellent organization and interpersonal skills.

• Exceptional customer service skills.

• Strong attention to detail and solution-oriented.

• Innovative and proactive work approach.

Preferred Qualifications

• Experience in Adobe Suite.

Supplemental Information

Position contingent on funding.

Southern Utah University does not discriminate on the basis of race, religion, color, national origin, citizenship, sex (including sex discrimination and sexual harassment), sexual orientation, gender identity, age, ancestry, disability status, pregnancy, pregnancy-related conditions, genetic information, military status, veteran status, or other bases protected by applicable law in employment, treatment, admission, access to educational programs and activities, or other University benefits or services. For more information or contact information, please visit https://www.suu.edu/nondiscrimination/.

_ In accordance with Utah State Code 53A-3-410, appointment to this position is contingent upon the successful passing of a background check. _

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