Executive Events Planner Jobs in Minnesota (NOW HIRING)

The Initiatives and Events Coordinator provides administrative coordination and operational support to the Office of the Executive Vice President and Provost (EVPP), with approximately 60% of the role dedicated to strategic initiatives, administrative, and operations support and 40% to events planning and management. Reporting to the Deputy Chief of Staff for Operations, this position helps advance high-priority, system-wide initiatives and helps to ensure the office operates with efficiency, responsiveness, and professionalism.
The Coordinators primary focus is to support the initiatives led by the senior staff in the office, including senior leader searches and other executive priorities. The coordinator supports initiatives in the EVPP office through management of logistics, communications, materials, stakeholder engagement, and follow-up, working across the university to help ensure key initiatives and projects are successfully delivered. The role also supports core office operations, including executive calendars and meetings, front office support, correspondence, record management, travel and reimbursements, and space and facilities.
The secondary focus is planning and executing high-profile events and programs that advance EVPP priorities, including academic forums, leadership meetings, receptions, recognition programs, and ceremonial activities. The coordinator oversees event planning and management, including logistics, vendors, facilities, catering, communications, attendee management, materials, and on/off-site execution.
Success in this role requires exceptional organization, attention to detail, sound judgment, and the ability to manage multiple priorities and build effective relationships in a fast-paced, highly visible environment. The ideal candidate is proactive, dependable, collaborative, and committed to delivering excellent service.
This is a full-time, 12-month continuing appointment in the Civil Service personnel series. Most work is conducted during normal business hours, Monday through Friday. However, the ability and willingness to work evening and weekend hours is essential to successfully perform the responsibilities of the position.
Application deadline date is Friday, September 11, 2026.
Please note, this position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.
Work Schedule
7:45am 4:30pm; Currently, 3 days in the office - Mondays - Thursdays, with Friday remote, based on business need. Subject to change as dictated by business needs.
Job Responsibilities
Strategic Initiatives, Administrative and Operations Support 50%

• Coordinate and support high-priority and system-wide initiatives led by the Office of the EVPP, including strategic priorities, committees and taskforces, and senior leader searches.
• Provide logistical, communications,and  records management support; and; stakeholder coordination and follow-up to ensure initiatives progress effectively and meet established objectives.
• Provide calendar and administrative support to the Provost and Associate Vice President and Chief of Staff. 
• Provide executive support and backup coverage for the Provosts executive assistant, including coordinating and prioritizing scheduling requests with the Deputy Chief of Staff, preparing meeting materials, and ensuring timely and accurate calendar communications.
• Provide backup coverage for the EVPP front desk, serving as a professional first point of contact for internal and external stakeholders and directing inquiries appropriately.
• Coordinate office-wide operational needs, serving as the primary liaison for space and facilities, travel and reimbursement processes, office equipment, vendors, and related services.
• Maintain organized office records, files, and archives in accordance with university requirements.
• Partner with Facilities Management and other university units to address operational, space, and facilities needs.
• Supervise and provide direction to student and temporary employees.
• Identify opportunities and recommend improvements that strengthen the efficiency, effectiveness, and responsiveness of office operations.

Events Support (40%)

• Develop and implement a comprehensive engagement and events strategy aligned with EVPP priorities and goals.
• Lead the planning and execution of high-profile events, including academic forums, leadership convenings, receptions, recognition programs, accreditation-related activities, and ceremonial events.
• Advise associate vice president and chief of staff and deputy chief of staff on event strategy, audience engagement, and program design
• Design, develop, and implement community engagement initiatives within the Office of the EVPP that strengthen belonging, collaboration, and institutional impact ( e.g., team engagement and recognition events, milestones recognitions).
• Cultivate strong partnerships and cross-functional relationships to deliver impactful, engaging events and support mission-aligned initiatives. Convene and facilitate internal and external stakeholder groups to support initiative and event development and delivery.
• Oversee all event logistics, including budgeting, vendor coordination, communications, event attendee management, catering, production needs, facilities coordination, and participant experience.
• Provide on-site coordination and support event operations for all events by assisting with setup and breakdown activities, handling materials and supplies, coordinating logistics, and addressing last-minute event needs or issues.
• Develop event materials such as agendas, briefing documents, and run-of-show plans.
• Ensure events and engagement efforts reinforce institutional reputation and academic excellence.
• Establish, collect and evaluate engagement metrics, using data to inform continuous improvement.
• Evaluate program/event using surveys and/or other evaluation tools, and then analyzing results to inform consistent growth and development of high-profile events, improve attendee experience, and improve operational efficiencies

Communications Support and Special Assignments (10%)

• Support day-to-day communications operations for the EVPP Office, including drafting, copy editing, and proofreading communications; using Salesforce and other systems to develop, format, and distribute email messages; updating website content as directed; and maintaining accurate communications distribution lists and records.
• Provide communications support to senior leaders by reviewing and triaging inboxes, drafting and editing responses, coordinating follow-up, and ensuring timely and appropriate responses to internal and external inquiries.
• Coordinate, manage and complete special projects, research, and ad-hoc assignments as directed by the Deputy Chief of Staff for Operations to address emerging priorities.
• Perform other related duties as assigned to support the mission and effective operations of the Office of the EVPP.

Required

• BA/BS degree in a related field plus at least two years of experience, or an equivalent combination of education and experience to total six (6) years.
• Experience providing senior leader level administrative, event, program, or office coordination support.
• Strong organizational skills and demonstrated ability to manage multiple priorities, deadlines, and details.
• Excellent written and verbal communication skills, with the ability to interact professionally with a diverse range of individuals.
• Demonstrated ability to coordinate meetings, events, projects, or other activities from planning through completion.
• Strong attention to detail and ability to produce accurate, polished written materials and event documents.
• Ability to work collaboratively with colleagues, campus partners, vendors, and external stakeholders.
• Proficiency with standard office technology and Microsoft Office or comparable productivity tools.
• Ability to exercise sound judgment, maintain confidentiality, and respond effectively to changing priorities and time-sensitive requests.
• Commitment to providing responsive, professional, and inclusive service to students, faculty, staff, and other constituents.

Preferred

• Experience working in a higher education, nonprofit, public sector, or similarly complex organizational environment.
• Event management certification
• Adaptability and composure in high-pressure settings 
• Strong problem-solving skills 
• Strong interpersonal skills and ability to build effective working relationships
• Advanced knowledge of Google Suite

Additional Expectations

• Professionalism, maturity, and experience with the prudent handling of confidential and highly sensitive information
• Flexibility to support events and initiatives outside standard business hours as needed
• Ability to work in hybrid environment, subject to leadership discretion
• Commitment to fostering inclusive and respectful engagement across diverse communities

Pay Range: $65,000 - $80,000.00; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services 
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the
time, the initial pay may not reach the maximum of the range. This approach ensures
that compensation reflects the value and unique contributions of each candidate while
maintaining equity within our organization. As part of our commitment to fair and
equitable compensation, please be aware that the salary offered to incoming candidates
will be based on their individual credentials and experience.

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Please include a resume and cover letter for a complete application.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

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