Project Coordinator, Special Events

Job  & Location

Job

Location:

Evanston, Illinois

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Target salary range: $51,350-$53,000 per year. Offer will depend on education, experience, skills and internal equity.

Job Summary: The Project Coordinator of Events supports the planning, coordination, and execution of events that advance institutional priorities and foster meaningful engagement with key stakeholders. This role primarily supports presidential, athletic, and other high-level events, including trustee and donor events involving the President or the Vice President for Alumni Relations and Development. These events may include athletic events such as bowl games or March Madness.

The Coordinator also contributes to campus-wide events (e.g., groundbreakings, dedications) by providing operational and logistical support under the guidance of senior leadership. The role works collaboratively across departments to ensure events align with university goals and adhere to best practices in guest experience, accessibility, and protocol.

Hybrid work arrangement: up to two days remote, three days onsite.

• Provide administrative assistance for day‑of event execution, travel logistics, print materials, guest tracking, and communication plans using CRMs and data analysis tools.
• Serve as an administrative lead for presidential and athletic events, including trustee, donor, faculty, student, and other campus events: research venues, manage budgets, handle registration, and coordinate with vendor partners.
• Assist with day‑to‑day logistics: timelines, task coordination, catering, decor, audiovisual needs, invitation management, and on‑site support.
• Partner with campus departments, external stakeholders, and third‑party vendors to align event goals and ensure successful outcomes.
• Provide hands‑on support during events: guest management, troubleshooting, and ensuring top‑level hospitality.
• Supervise and direct student workers, temporary staff, or volunteers assisting with events.
• Support post‑event wrap‑up: expense tracking, reconciliations, and follow‑up tasks.
• Participate in event‑related travel as needed.

Minimum Qualifications

• Bachelor’s degree or higher from an accredited college or university, or a combination of education and experience.
• At least 1 year of experience in special events, development, marketing, sales, or an equivalent field.

Preferred Qualifications

• Experience in event planning at an academic institution or similar organization.
• Familiarity with Microsoft Office Suite (Outlook, Excel, Word) or equivalent.

Preferred Competencies

• Advanced knowledge of word processing, data analysis, and reporting using spreadsheets (pivot tables, formulas), email, and database software.
• Understanding of Social Tables and/or other seating software.

Northwestern offers competitive health care plans, retirement benefits, tuition discounts, and more. Visit https://(Use the "Apply for this Job" box below). for details.

Northwestern supports flexible work arrangements and offers programs to help staff locate affordable childcare and senior/adult care. Learn more at https://.

Northwestern supports career development through multiple resources. Explore options at https://.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non‑discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.