Events Coordinator
Theodore Roosevelt Presidential Library, Medora, ND, United States
THE THEODORE ROOSEVELT PRESIDENTIAL LIBRARY FOUNDATION
“Believe you can, and you’re halfway there.” -Theodore Roosevelt
Since 2014, the Theodore Roosevelt Presidential Library Foundation (TRPLF) has been planning and building a new, ambitious kind of presidential library and museum. The library is currently being constructed in Medora, North Dakota, with a milestone planned for July 4, 2026 – America’s 250th anniversary.
About The Role
The Event Coordinator is responsible for assisting in the planning, organization, and execution of events. This role involves coordinating with vendors, managing event logistics, and ensuring a seamless and positive experience for all attendees. The Event Coordinator will work closely with the Director of Events and Protocol to bring event concepts to life, from initial planning stages through to post‑event evaluation.
Core Competencies
Organizational Prowess: Meticulous attention to detail with the ability to manage multiple event timelines, tasks, and communications simultaneously.
Client Communication: Exceptional interpersonal skills to build rapport with clients, understand their needs, and manage expectations effectively.
Logistical Coordination: Strong ability to plan and sequence tasks, manage resources, and coordinate multiple vendors to ensure flawless event execution.
Grace Under Pressure: The ability to remain calm, think clearly, and solve problems effectively in a fast‑paced, live‑event environment.
Proactive Problem‑Solving: A forward‑thinking mindset that anticipates potential issues and develops contingency plans before they arise.
Team Collaboration: Works effectively with colleagues across different departments to ensure a cohesive and supportive approach to event management.
Responsibilities
Assist in the development and implementation of event plans and concepts.
Liaise with clients to identify their needs and to ensure customer satisfaction.
Coordinate with vendors, exhibitors, and stakeholders during event planning.
Manage event setup, teardown, and follow‑up processes.
Book venues and negotiate fees.
Arrange food and beverage, order supplies and audiovisual equipment, and order event signs.
Organize facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, and promotional material.
Ensure compliance with insurance, legal, health, and safety obligations.
Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
Conduct pre‑ and post‑event evaluations and report on outcomes.
Education & Experience
Bachelor’s degree in Hospitality Management, Event Management, Communications, Marketing, or a related field preferred; equivalent professional experience will be considered.
3+ years of experience in event planning, with a specific focus on coordinating special events such as receptions, dinners, and weddings.
Demonstrated foundation in event planning principles, including communication, project management, and budget oversight.
Demonstrated success in managing event logistics from conception to completion.
Proven ability to manage vendor relationships and negotiate contracts for venues, catering, and AV equipment.
Experience with budget management, including tracking expenses and identifying cost‑saving opportunities.
Exceptional written and verbal communication skills for professional correspondence with speakers, sponsors, and attendees.
Proficiency in event management software (e.g., Cvent, Eventbrite, or similar platforms) and the Microsoft Office Suite/Google Workspace.
Strong problem‑solving skills with a track record of handling on‑site issues with professionalism and efficiency.
Requirements
Ability to lift and move objects up to 30 pounds.
A combination of office‑based work with hands‑on activity at event sites.
Flexibility to work weekends, evenings, and holidays as required by the event schedule.
Occasional travel may be required for out‑of‑town events.
This is a full‑time, salary/exempt position based in Medora, North Dakota.
Benefits
Full benefits include 403(b), medical insurance, dental insurance, vision insurance, life insurance, short‑term and long‑term disability, as well as 20 days of paid time off and 10 days of holidays.
EEO Statement
The Theodore Roosevelt Presidential Library Foundation (TRPLF) is committed to creating a diverse, equitable, and inclusive environment. TRPLF does not discriminate based on race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law as a provision of employment opportunities and benefits.
Reasonable Accommodation
The Theodore Roosevelt Presidential Library Foundation is committed to creating a welcoming, inclusive, and accessible environment. If you require a reasonable accommodation to complete your application, participate in an interview, or otherwise navigate our hiring process, please email careers at trlibrary.com. Our team will connect with you to explore the best way to support your experience.
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“Believe you can, and you’re halfway there.” -Theodore Roosevelt
Since 2014, the Theodore Roosevelt Presidential Library Foundation (TRPLF) has been planning and building a new, ambitious kind of presidential library and museum. The library is currently being constructed in Medora, North Dakota, with a milestone planned for July 4, 2026 – America’s 250th anniversary.
About The Role
The Event Coordinator is responsible for assisting in the planning, organization, and execution of events. This role involves coordinating with vendors, managing event logistics, and ensuring a seamless and positive experience for all attendees. The Event Coordinator will work closely with the Director of Events and Protocol to bring event concepts to life, from initial planning stages through to post‑event evaluation.
Core Competencies
Organizational Prowess: Meticulous attention to detail with the ability to manage multiple event timelines, tasks, and communications simultaneously.
Client Communication: Exceptional interpersonal skills to build rapport with clients, understand their needs, and manage expectations effectively.
Logistical Coordination: Strong ability to plan and sequence tasks, manage resources, and coordinate multiple vendors to ensure flawless event execution.
Grace Under Pressure: The ability to remain calm, think clearly, and solve problems effectively in a fast‑paced, live‑event environment.
Proactive Problem‑Solving: A forward‑thinking mindset that anticipates potential issues and develops contingency plans before they arise.
Team Collaboration: Works effectively with colleagues across different departments to ensure a cohesive and supportive approach to event management.
Responsibilities
Assist in the development and implementation of event plans and concepts.
Liaise with clients to identify their needs and to ensure customer satisfaction.
Coordinate with vendors, exhibitors, and stakeholders during event planning.
Manage event setup, teardown, and follow‑up processes.
Book venues and negotiate fees.
Arrange food and beverage, order supplies and audiovisual equipment, and order event signs.
Organize facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, and promotional material.
Ensure compliance with insurance, legal, health, and safety obligations.
Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
Conduct pre‑ and post‑event evaluations and report on outcomes.
Education & Experience
Bachelor’s degree in Hospitality Management, Event Management, Communications, Marketing, or a related field preferred; equivalent professional experience will be considered.
3+ years of experience in event planning, with a specific focus on coordinating special events such as receptions, dinners, and weddings.
Demonstrated foundation in event planning principles, including communication, project management, and budget oversight.
Demonstrated success in managing event logistics from conception to completion.
Proven ability to manage vendor relationships and negotiate contracts for venues, catering, and AV equipment.
Experience with budget management, including tracking expenses and identifying cost‑saving opportunities.
Exceptional written and verbal communication skills for professional correspondence with speakers, sponsors, and attendees.
Proficiency in event management software (e.g., Cvent, Eventbrite, or similar platforms) and the Microsoft Office Suite/Google Workspace.
Strong problem‑solving skills with a track record of handling on‑site issues with professionalism and efficiency.
Requirements
Ability to lift and move objects up to 30 pounds.
A combination of office‑based work with hands‑on activity at event sites.
Flexibility to work weekends, evenings, and holidays as required by the event schedule.
Occasional travel may be required for out‑of‑town events.
This is a full‑time, salary/exempt position based in Medora, North Dakota.
Benefits
Full benefits include 403(b), medical insurance, dental insurance, vision insurance, life insurance, short‑term and long‑term disability, as well as 20 days of paid time off and 10 days of holidays.
EEO Statement
The Theodore Roosevelt Presidential Library Foundation (TRPLF) is committed to creating a diverse, equitable, and inclusive environment. TRPLF does not discriminate based on race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law as a provision of employment opportunities and benefits.
Reasonable Accommodation
The Theodore Roosevelt Presidential Library Foundation is committed to creating a welcoming, inclusive, and accessible environment. If you require a reasonable accommodation to complete your application, participate in an interview, or otherwise navigate our hiring process, please email careers at trlibrary.com. Our team will connect with you to explore the best way to support your experience.
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