{"id":3648486,"url":"https://alion.io/job/acsd-event-planner","title":"Event Planner","company":{"id":2284237,"name":"ACSD","domain":"acsd.org","url":"https://alion.io/company/acsd-org","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":75,"open_postings":9,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":37,"computed_at":"2026-11-06T05:58:05Z"}},"role":"Sales","role_family":"Sales","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Grand Rapids, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-11-02T23:30:49Z","employer_posted_date":"2026-11-02","last_verified_at":"2026-11-06T00:45:50Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"SUMMARY\nThe Conferences & Events department exists to execute conferences and events successfully on behalf of Calvin event hosts and external clients, providing the resources, partnerships, and support needed to achieve their event goals. The department also contributes to the effective utilization of university facilities and supports the university's revenue-generating initiatives.\nEvent Planners serve as a primary resource for Calvin event hosts and external clients, partnering with them from initial planning through event execution and post-event evaluation. This position coordinates campus resources, facilities, services, and logistics to deliver successful events that support client objectives and the mission of the university.\nEvent Planners work collaboratively with campus partners, service providers, and student employees to deliver exceptional customer service and hospitality. Through strong project management, communication, and attention to detail, this position ensures events are executed professionally and efficiently while exceeding client expectations.\nESSENTIAL DUTIES AND RESPONSIBILITIES\nOther duties may be assigned.\nEvent Planning and Client Management\nServe as the primary point of contact for assigned Calvin event hosts and external clients, guiding event planning, execution, and evaluation while identifying event objectives, requirements, timelines, and resource needs.\nCommunicate event requirements to campus service partners (Facilities, Campus Safety, Information Technology, and Food Service) to ensure appropriate support and staffing.\nBuild positive relationships with event hosts and clients through exceptional customer service and hospitality.\nBe knowledgeable about university, federal, state, and local policies that may impact events (for example, fire safety, egress, crowd management, etc.)\nGather client and participant feedback to support future planning and continuous improvement.\nEvent Logistics and Operations\nCoordinate facilities, lodging (summer only), catering, transportation, audiovisual services, technology support, room setups, and other event resources.\nCreate and maintain event documentation, including contracts, reservation summaries, floor plans, schedules, and service requests.\nMaintain event and reservation records using the university's event management software to support communication and maximize facility utilization.\nProcess invoices and maintain accurate billing records.\nConference and On-Site Event Management\nServe as an on-site event representative, house manager, stage manager, host, hospitality liaison, or other operational lead as needed.\nOversee event execution, resolving operational issues to ensure a safe and successful experience.\nCoordinate and supervise service providers, student employees, volunteers, and support staff during events.\nWork occasional evenings, weekends, and extended hours as required by event schedules.\nProject Management and Event Development\nContribute to planning teams for complex conferences and events by providing operational expertise and creative solutions.\nCoordinate specialized event services, including audiovisual production, print services, registration systems, entertainment, and event technology platforms.\nPrepare and manage event communications and collateral, including invitations, programs, signage, name badges, registration materials, and digital resources.\nLead planning meetings, event briefings, and post-event reviews to evaluate outcomes and identify improvements.\nFinancial Management\nPrepare and manage event budgets as needed.\nAdvise Calvin event hosts and external clients on services and expenditures while balancing event goals and budget constraints.\nProcure goods and services and negotiate with vendors to maximize quality and cost-effectiveness.\nSupport departmental goals related to revenue generation, client retention, and facility utilization.\nStudent Employee Leadership\nProvide coaching, direction, feedback, and training to student employees to ensure high-quality event support and professional development.\nMiscellaneous\nProvide oversight for university box office and ticketing. All Event Planners are responsible for assisting with selling and communicating about tickets. Some Event Planners serve as box office managers and are responsible for all aspects of ticketing (create events in the box office software, determine fees, respond to questions, manage reports, financial reconciliation, etc.)\nAssist with management of reservations for academic courses and end of semester exams, \nQUALIFICATIONS\nTo perform this job successfully, an individual must be able to perform the essential duties satisfactorily. The requirements below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nEDUCATION and/or EXPERIENCE REQUIREMENTS\nBachelor's degree from a four-year college or university.\nAt least three years of experience in event planning, conference services, hospitality, project management, customer service, or a related field.\nStrong organizational, project management, customer service, and communication skills. Proficiency with computer applications and the ability to learn and utilize event management software is essential. Experience coordinating events, facilities, or staff is preferred.\nCOMPLEXITY\nThe position requires managing multiple projects and competing priorities while maintaining attention to detail. Responsibilities involve analyzing information, solving problems, and adapting to changing circumstances within established policies and procedures.\nCOMMUNICATION SKILLS\nExceptional interpersonal, written, and verbal communication skills are required. The Event Planner regularly communicates with clients, event hosts, university leadership, faculty, staff, students, vendors, and service providers to coordinate resources, facilitate planning, resolve concerns, and represent the university professionally. The position requires diplomacy, discretion, and the ability to communicate effectively in fast-paced environments while handling confidential information.\nACCOUNTABILITY\nThe position is responsible for managing event details, coordinating resources, and making recommendations that impact client satisfaction, event outcomes, operational efficiency, and departmental performance. Authority is exercised within established policies and approved budgets.\nDECISION MAKING/JUDGMENT\nThe position requires independent judgment in prioritizing work, allocating resources, and resolving event-related issues. Initiative, sound decision-making, and strong problem-solving skills are essential.\nWORKING RELATIONSHIPS\nThe Event Planner collaborates with Calvin event hosts, external clients, campus departments, vendors, students, volunteers, and service providers to support successful events and advance the mission of the university.\nOTHER SKILLS AND ABILITIES\nCommitment to Calvin University's mission and the ability to serve as a positive representative of the institution.\nStrong customer service and hospitality mindset with a commitment to exceeding client expectations.\nExcellent organizational, project management, and multitasking skills.\nAbility to work independently and collaboratively while maintaining accountability to team goals and departmental standards.\nCreative problem-solving skills and strong attention to detail.\nAbility to remain calm, adaptable, and effective in changing or high-pressure situations.\nPositive, cooperative, service-oriented attitude.\nFlexibility to work evenings and weekends as required by event schedules.\nPHYSICAL DEMANDS/WORK ENVIRONMENT\nThe physical demands described here are representative of those required to perform the essential functions of this position. Work is performed in office and event environments and may require extended periods of standing, walking, and active event support. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nPhysical demands include:\nLifting and carrying materials weighing 5-20 pounds or more.\nMoving and setting up event materials and equipment.\nPushing and pulling carts and equipment.\nClimbing ladders and similar equipment as needed.\nDriving an automobile, van, or truck on public roadways.\nVisual demands include:\nProofreading and reviewing documents for accuracy.\nFrequent use of computers and event management software.\nEntering and retrieving data using a keyboard.\nFAITH and EDUCATIONAL COMMITMENT\n1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.\n2. A commitment to the Christian faith and to the integration of faith, learning, and student development.\nDIVERSITY COMMITMENT\nDemonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.","description_format":"text","description_chars":9109,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Professional development"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Higher Education","Standards & Industry Bodies"],"lifecycle":[{"event":"open","at":"2026-11-02T23:30:49Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":3,"expected_fill_days":37,"reasons":["conf:5","win:early"],"computed_at":"2026-11-06T05:58:05Z"},"pay":null,"html_url":"https://alion.io/job/acsd-event-planner","json_url":"https://alion.io/job/acsd-event-planner.json","meta":{"generated_at":"2026-11-06T07:35:37Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":13503,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-07T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2284237},"rest":"https://alion.io/mcp/rest/get_company?id=2284237"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Facsd-event-planner"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Facsd-event-planner"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Facsd-event-planner"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/acsd-event-planner\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Facsd-event-planner"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3648486}},{"tool":"search_jobs","arguments":{"company":"acsd.org","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3648486},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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