Events Coordinator

Event Coordinator

Medora, ND

“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. Other presidential libraries tell the story of a single individual, but the Theodore Roosevelt Presidential Library (TRPL) – being built more than a century after T.R.’s death – will do more than preserve history. The TRPL will be a people’s library, bringing Roosevelt’s values and relentless spirit to life at a critical time in our nation and world, while simultaneously championing the stories of all who “dare greatly, think boldly, care deeply, and live passionately.”

The library is currently being constructed in Medora, North Dakota, with a milestone planned for July 4, 2026 – America’s 250th anniversary. Participants at the TRPL will learn from – not just about – Roosevelt’s story, being transformed into the same stunning Badlands that served as the fulcrum in T.R.’s incredible life story.

Guided by the pillar principles of leadership, citizenship, and conservation, the Foundation has partnered with innovative partners – like the award-winning architecture firm, Snøhetta, and the best-in-class story crafters, the Future of Storytelling – to build an institution like no other. With plans to be the most sustainable presidential library and campus ever, a revolutionary approach to interpretive design, and programming that will spread the library’s message into neighboring Theodore Roosevelt National Park and beyond across the globe, the opportunity to join a talented team in building and opening this institution is truly unique.

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, promotional material, etc.
• 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, etc.
• 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.

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.

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. Our team will connect with you to explore the best way to support your experience.