Events Coordinator

At Unity Environmental University, we value different perspectives, champion innovation, and create an environment where both employees and learners can excel. We are committed to fostering a workplace where talent and dedication drive success.

JOB OVERVIEW

Reporting to the Chief Marketing Officer, the Events Coordinator is responsible for all planning, administrative, and management functions required to deliver exceptional internal events across the Unity Environmental University Enterprise. The Events Coordinator supports external revenue-generating event management when directed. Within the framework of functional leadership, the coordinator supports the marketing team to realize the Unity Environmental University mission and strategic plan. The position is in New Gloucester, Maine, with some travel expected.

POSITION SPECIFIC RESPONSIBILITIES AND EXPECTATIONS

• Manage all logistics of the University events such as commencements, speakers, panels, and ribbon cuttings to ensure successful delivery and convey the Unity Environmental University brand.
• Plan events from intake through closeout: establish goals, audience, scope, timeline, responsibilities, and deliverables
• Develop and execute marketing and communications plans for assigned events. Identify target audiences and attendance goals; create event invitations, email campaigns, and promotional content; coordinate promotion across the website, social media, public outreach, and other appropriate channels; track registrations; and adjust outreach to help achieve attendance targets.
• Maintain high standards of customer service, consistency, and accuracy, appropriate to the content of events.
• Work with appropriate units and personnel such as Maintenance, Custodial, Security, and Dining to ensure integrated services for event needs.
• Coordinate enough staff to ensure event set up and take down and pre/post event clean-up.
• Manage all details, such as checklists and contracts with internal clients. This includes following up with client paperwork, ensuring contracts are followed, and updating, reviewing, and renewing contracts as appropriate.
• Handle proposals, billing, and invoicing in coordination with the business office.
• Proactively handle issues and troubleshoot any problems before and on the day of the event.
• May support other Unity Environmental University events as assigned.
• Stay abreast of changes in the events planning environment and make recommendations for ongoing improvements.
• Work effectively with external vendors to secure additional services as needed to ensure successful execution of events.
• Maintain recorded (video) records of events for the website and for the archive.
• Create documentation for events to ensure clear guidelines for execution.
• Take the lead in assessing event success and gather feedback for improvement.
• Demonstrate responsible budget management, billing, deposit, and reporting.
• Maintain inventory of event supplies, replacing items when needed.
• Pro-actively communicate challenges, successes, and failures with leadership.
• Coordinate communication plan for event information, including the website, internal and external emails, and social media.
• Work with internal units for the purpose of developing content ideas that resonate with our target audience.
• Work as a vital member of the marketing team create and publish materials that align with brand messaging and strategy and promote the University.
• Occasionally provide digital photography and short video elements for the use of the marketing team.
• Proofread and edit content to ensure consistency, accuracy, and readability.
• Other duties as assigned.

UNITY ENVIRONMENTAL UNIVERSITY INSTITUTIONAL RESPONSIBLITIES:

• Stay open to counterintuitive ideas and direct feedback. Unity employees are expected to think creatively and remain open to approaches that challenge initial instincts or traditional methods. Taking direction, seeking clarity, and executing with precision are critical to moving innovative work forward.
• Work confidently with AI, digital tools, and emerging systems. As a technology-enabled institution, Unity expects all employees to adopt a growth mindset around digital tools. This includes using AI systems to enhance productivity and decision-making, as well as learning new platforms and processes with curiosity and accountability.
• Deliver results in a fast-paced, evolving environment. Agility, resilience, and follow-through are essential. Employees must remain focused on outcomes even as priorities shift, iterating quickly and adjusting to change without losing momentum.
• Communicate with clarity and consistency. Strong written and verbal communication, including the ability and willingness to engage professionally by phone, video, and digital channels is essential. Employees must document decisions, convey key information clearly, and support alignment across teams.
• Model integrity and professionalism in all aspects of work. Every employee is responsible for upholding high ethical standards, demonstrating sound judgment, and maintaining an ownership mindset when it comes to their role and results.
• Own the accuracy of your work. While Unity equips employees with advanced systems and AI-enhanced tools, the responsibility for quality, precision, and correctness rests with the individual. Attention to detail and proactive error-checking are non-negotiable.
• Demonstrate a commitment to sustainability in all aspects of work. This includes responsible stewardship of resources, strategic decision-making, and ensuring long-term institutional impact.
• At Unity, we encourage input, feedback, and collaboration from all employees, your perspective matters. However, once a decision has been made, employees are expected to act as an extension of their supervisor’s bandwidth, carrying out directives with clarity, consistency, and precision. We do not operate in independent silos; instead, we emphasize cross-functional collaboration and shared accountability.
• Perform other duties as assigned.

Qualifications

REQUIRED QUALIFICATIONS

To be successful in this position you must be able to execute each of the position specific responsibilities while meeting the position expectations.

Additionally, the position specific education, skills and competencies listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodations may be made upon approval by the supervisor and Human Resources, to enable individuals with disabilities to perform the essential functions.

POSITION SPECIFIC EDUCATION, SKILLS AND COMPENTCIES:

Required:

• High school diploma and 3 or more years of experience with office administration, facilities management, and/or event coordination.
• Ability to understand, produce, and follow budgets and reports, and apply basic accounting principles and processes.
• Demonstrated ability to manage administration and logistics in a busy special events environment.
• Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
• Ability to accomplish projects with little supervision.
• Proficient using the latest versions of Microsoft Word, Excel and PowerPoint, and mail merges; email and web searches.
• Must be able to work as a team with multiple functions.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Fantastic customer service ethic and high expectations for quality.
• Ability to work effectively with other administrative offices.
• Uses accurate spelling and grammar in written communications.
• Ability to obtain valid Maine driver’s license.
• Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.
• Ability to work some weekends and evenings, as needed.

Preferred:

• Bachelor’s degree.
• Experience in higher education, destination conferences or destination hospitality.
• Prior experience with an events management system.
• Experience with video capture and editing or social media content creation.
• Experience with coordinating virtual events.

WORK SCHEDULE / AVAILABILITY REQUIREMENTS

Work hours are specific to the requirements of this position and can include days, evenings, and weekends as scheduled by their supervisor to best support students. Working extended hours required as needed. Must be flexible and cooperative in fulfilling responsibilities and meeting the Institution’s needs. Although Unity Environmental University employees are generally scheduled to work at their specifically assigned locations, there are times when travel is necessary, and employees are required from time to time to attend events, meetings, or work temporary assignments at any Unity Environmental University location.

PHYSICAL DEMANDS

While performing the duties of this job, it is regularly required to sit and talk or hear. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 40 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The use of either hand for repetitive movements such as grasping, grasping and turning, and fine manipulation is required as is the ability to use the telephone for internal and external communications.

ENVIRONMENTAL CONDITIONS

Work is performed mostly in an office setting. The noise level in the work environment is normally moderate. Exposure to changes of temperature or humidity 1-33% of the time.

POSITIONS AT UNITY ENVIRONMENTAL UNIVERSITY ARE DEPENDENT ON THEIR VIABILITY AND AN ESTABLISHED VIABILITY MATRIX. THE VIABILITY MATRIX FOR THIS POSITION IS:

• Enthusiastic support and ability to work within the Enterprise Model
• The Institution generates at least $150M gross annual operating revenue with a minimum 20% margin as defined by the Institution Budget Guide.
• Unity Environmental University executes at least two successful commencements a year.
• The University maintains the Enterprise model and has at least two credit bearing Sustainable Education Business Unit (SEBU).
• Unity Environmental University hosts a minimum of 5-10 events annually, averaging 50 attendees per events.
• Enthusiastic support of the Enterprise Model