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Senior Events Coordinator

Office of Climate and Sustainability | Duke University

Occupational Summary

As an integral member of Duke University's Office of Climate and Sustainability (OCS), the Senior Events Coordinator leads the planning, coordination, execution, and evaluation of events and engagement activities that advance the goals of the Duke Climate Commitment.

Working under the direction of the Assistant Director of Strategy and Administration, the Senior Events Coordinator translates strategic communications and engagement priorities into high-quality events and experiences that strengthen participation, foster collaboration, and elevate awareness of climate and sustainability initiatives across Duke and beyond.

The Senior Events Coordinator oversees a diverse portfolio of concurrent events and engagement activities, balancing competing priorities, timelines, budgets, and stakeholder needs while ensuring consistent quality and execution across Climate Commitment programs. The position manages all aspects of event implementation, including project management, logistics, communications coordination, vendor management, budget tracking, stakeholder engagement, and post-event evaluation.

Through exceptional execution and attention to detail, the Senior Events Coordinator ensures that Climate Commitment events reflect Duke's commitment to excellence while supporting institutional goals for engagement, education, partnership development, and impact.

What You'll Do

Event Planning and Execution (40%)

• The role serves as the primary project manager for Climate Commitment events and engagement activities, ensuring successful implementation of a diverse portfolio of programs, convenings, and experiences.
• Lead planning and execution of signature Climate Commitment events, including annual climate and sustainability summits, Climate Commitment town halls, Climate Commitment Awards, special invited speakers, Climate Weeks and Earth Month activities, and other high-profile convenings.
• Develop and manage project plans, timelines, production schedules, event workplans, and detailed run-of-show documents.
• Coordinate venue reservations, catering, travel, lodging, technology, registration systems, accessibility accommodations, staffing plans, and event logistics.
• Manage event budgets, monitor expenditures, and ensure responsible stewardship of resources.
• Anticipate operational challenges and develop solutions to ensure successful event delivery and positive participant experiences.
• Establish and maintain event management procedures, planning tools, and operational standards that support consistency and efficiency across OCS.
• Support on-site event management and oversee successful event execution from planning through completion.

Communications and Promotional Coordination (25%)

• The role supports implementation of communications and engagement strategies developed by the Director of Communications for Climate and Sustainability and ensures effective promotion and participant communications for Climate Commitment events.
• Coordinate execution of event communications and promotional plans across multiple channels, which will require different levels of support per event.
• Develop and manage communications timelines and production schedules that support event objectives.
• Draft and coordinate event-related materials including invitations, attendee communications, event webpages, digital content, calendar listings, and promotional materials.
• Ensure timely communication with event participants before, during, and after events.
• Maintain Climate Commitment event calendars and coordinate event information across university communication platforms.
• Collaborate with OCS communications staff and university partners to ensure messaging consistency and timely promotion.

Stakeholder and Vendor Coordination (20%)

• The role serves as the primary operational liaison for event-related partners, vendors, and collaborators.
• Coordinate with faculty, staff, students, alumni, donors, university departments, and external partners involved in event planning and implementation.
• Develop and maintain productive relationships with vendors, venues, production companies, caterers, and other service providers.
• Facilitate communication among stakeholders throughout the event planning process to ensure alignment and effective coordination.
• Support collaboration across OCS teams to ensure events advance Climate Commitment priorities and organizational goals.
• Represent OCS professionally when working with internal and external event partners.

Assessment, Reporting, and Continuous Improvement (10%)

• The role supports evaluation and continuous improvement of Climate Commitment events and engagement activities.
• Collect and analyze event participation, attendee engagement, budget, and feedback metrics.
• Develop post-event reports and recommendations that inform future planning and decision-making.
• Identify opportunities to improve event effectiveness, operational efficiency, participant experience, and organizational impact.
• Support reporting related to Climate Commitment engagement and outreach activities.

OCS Administration and Support (5%)

• Support OCS-wide initiatives, programs, and events as needed.
• Complete administrative responsibilities necessary to ensure effective program delivery.
• Contribute to a collaborative team environment and support cross-functional priorities across the Office of Climate and Sustainability.

What You'll Bring

Minimum Education/Training Job Requirements

Bachelor's degree and 3 years of relevant experience; or an equivalent combination of education, training, and experience.

Required Qualifications

Demonstrated experience managing multiple complex projects, events, and competing priorities simultaneously.

Strong project management, organizational, and execution skills.

Experience coordinating events involving diverse stakeholder groups.

Strong written and verbal communication skills.

Ability to work effectively in a collaborative, fast-paced environment.

Demonstrated attention to detail and commitment to high-quality execution.

Proficiency with event management, communications, and project management tools.

Preferred Qualifications

Experience in higher education, nonprofit, sustainability, communications, public relations, or related environments.

Experience supporting executive-level events and stakeholder engagement activities.

Familiarity with climate, sustainability, education, or mission-driven programming.

Experience with event assessment, reporting, and data management.