HEPI (H-E Parts International)

Events and Alumni Programs Coordinator

HEPI (H-E Parts International)

full-time

Posted on:

Location Type: Remote

Location: United States

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Salary

💰 $50,000 per year

About the role

  • Plan and execute alumni-facing events and virtual programs that support engagement, stewardship, and fundraising goals.
  • Manage logistics, communications, and operational delivery for the Annual Gathering, alumni meetups, virtual events, Curiosity Lab sessions, and other events, ensuring a polished and seamless experience for attendees, sponsors, speakers, and partners.
  • Lead all Annual Gathering logistics, including venue coordination, vendor management, A/V, timelines, staffing plans, run-of-show documents, and onsite execution.
  • Coordinate with the Alumni Engagement Manager to ensure the Annual Gathering supports stewardship, engagement, and fundraising goals, delivering logistics that directly support the event’s evolution into a fundraising initiative.
  • Manage all sponsorship benefits fulfillment including coordination of deliverables, communication, visibility, and event execution.
  • Implement and manage onsite giving mechanisms such as QR codes, giving stations or auctions, supporting increased donor participation rates compared to prior years and a seamless donor experience.
  • Respond to all day-of-event logistical issues in real time and document post-event lessons learned to support continuous improvement and event growth.
  • Plan and execute in-person alumni meetups annually, coordinating scheduling, venue needs, materials, and attendee support.
  • Plan and execute virtual alumni events each year such as alumni panels, fireside chats, and Q&A sessions, ensuring high-quality execution and smooth attendee experience.
  • Manage all event communications, including invitations, reminders, confirmations, instructions, and follow-up.
  • Develop and pilot new alumni programs and event formats informed by alumni demographics and engagement data, evaluating options such as social gatherings, professional development events, family-friendly activities, affinity-based programs, and service opportunities.
  • Monitor attendance and engagement trends and collaborate with the Alumni Engagement Manager to adjust formats, timing, frequency, and locations when engagement falls below established targets.
  • Make recommendations for event strategy and programs based on attendance reports, feedback, and benchmarking against peer organizations.
  • Manage logistical aspects of Curiosity Lab lectures, including coordinating tech checks, preparing run-of-show documents, and supporting live execution, ensuring sessions run without major technical issues.
  • Oversee RSVP systems, guest lists, and tracking tools, ensuring accurate event records and attendance reports.
  • Provide logistical and communications support for regional and affinity group events, including scheduling assistance, event materials, and attendance tracking.

Requirements

  • Bachelor’s degree in communications, event management, nonprofit management, hospitality, marketing, or a related field; or equivalent combination of education and professional experience.
  • Minimum of 2 years of experience in event planning, alumni relations, volunteer coordination, hospitality, nonprofit program management, or a related field.
  • Experience coordinating in-person and virtual events, including managing vendors, A/V, timelines, and run-of-show documents.
  • Strong ability to plan, execute, and troubleshoot complex events with multiple vendors, speakers, and stakeholders.
  • Strong attention to detail and proven skill in managing event timelines, staffing plans, and run-of-show documents.
  • Ability to document processes and continuously improve systems, templates, and workflows.
  • Experience using event and/or CRM systems (such as Eventbrite, Cvent, Salesforce, Raiser’s Edge, or similar).
  • Comfort working with attendance, engagement, and satisfaction data to evaluate performance and provide clear, actionable recommendations.
  • Receptive to feedback and committed to continuous improvement.
  • Understanding of event-based fundraising principles, donor stewardship, and sponsor benefit fulfillment.
  • Experience producing or supporting virtual programs (Zoom, Teams, livestream tools) required.
  • Intermediate computer skills (experience with Microsoft Office suite).
Benefits
  • Travel required: Approximately 10-15 days per year
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event planningvendor managementA/V coordinationlogistics managementdonor stewardshipdata analysisprogram developmentattendance trackingcontinuous improvementfundraising principles
Soft Skills
attention to detailtroubleshootingcommunicationcollaborationreceptiveness to feedbackorganizational skillsproblem-solvingleadershipadaptabilitycustomer service