Associate Director of the Office of Special Events
The Associate Director for the Office of Special Events plays a pivotal role in conceptualizing and planning University-wide high-level events for the President’s Office and University Relations. The Associate Director will independently design and execute events including determining event objectives, managing event budgets, vendor selection and negotiation, programming, marketing collateral, on-site management, event follow up, and evaluation. They will be adept at producing multiple events simultaneously. Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources are required.
Working with a vast array of constituents including, trustees, leadership volunteers, senior management, the president, vice presidents and deans, and development colleagues, the Associate Director plans events such as building dedications, groundbreaking ceremonies, bi-annual commencements, visiting dignitaries/ lectures, athletic events, and other University-related events. Additionally, the Associate Director has responsibility for developing and executing signature fundraising events such as dinners, receptions, and other related programs for the Fearless Ideas campaign.
The AD will provide a high level of customer service to establish effective communication channels, and act as a liaison with internal and external constituents. The applicant must have strong interpersonal and communications skills and the ability to work effectively with a wide range of constituencies in a diverse campus community.
This position serves as the leader for the Office of Special Events in the absence of the Senior Director. Serves on campus-wide committees and provides Special Events direction and training to colleagues and teammates. The AD serves as the go-to events resource for the Senior Director and senior leadership as needed.
The AD must be highly skilled in organizing resources and establishing priorities, and have the ability to develop, plan, and implement short and long-range goals. Additionally, they must possess the ability to make procedural decisions and judgements, perform complex tasks, and to prioritize multiple projects.
The AD will oversee four staff members and create and manage a recruiting, training and retention program for these staff members. They will oversee a project management system to execute work in an efficient manner.
This position is required to work evenings and weekends as needed to manage events. Some local and national travel is required 10% of the time. Must have access to a personal vehicle on a regular basis for event-related travel and tasks.
Education (include licenses, certifications, etc.):
Bachelor’s degree required, preferably in communications, hospitality, public relations, or marketing.
A minimum of seven years of progressively responsible event planning experience including the ability to develop, conceptualize and execute events. The professional selected for this position will have a demonstrated history of accomplishment in planning, managing and administering the thematic and logistical details of a wide array of special events.
Experience with creating, tracking and reconciling budgets.
Experience negotiating vendor contracts.
Experience supervising staff and/or volunteers.
Knowledge, Skills, and Abilities:
• Excellent interpersonal and organizational skills and the ability to work effectively with a wide range of constituencies in a diverse community are necessary.
• Exceptional attention to detail and superior customer service skills are required.
• Experience in meeting tight deadlines and juggling multiple responsibilities.
• Ability to maintain confidentiality.
• Strong organizational skills.
• Ability to work in a fast-paced office and complex organization.
• Must be able to work independently and in a team environment.
• Proficient in Microsoft Office.