Wisconsin Foundation and Alumni Association · 18 hours ago
Event Coordinator
Madison, WI
Full-time
Hybrid
Entry Level
1+ years expThe Wisconsin Foundation and Alumni Association (WFAA) is seeking a dynamic and detailed Event Coordinator to join their Alumni Relations and Engagement team. The role involves planning and executing constituent engagement activities while ensuring high-quality experiences for alumni, donors, and friends.
EducationHigher Education
Responsibilities
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, campus, 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
Assist with the production of virtual events
Troubleshoot platform issues and stay up-to-date on platform trainings and developments
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
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
Qualification
Required
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
Preferred
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
Benefits
Generous 10% 401k contribution after just one year of service
Company
Wisconsin Foundation and Alumni Association
WAA offers competitive salaries and benefits in an environment that is inspiring, creative, and respectful.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Mike Knetter
Chief Executive Officer
Paula Bonner
President and CEO
Recent News
2025-06-19
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