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. He/she/they will independently conceptualize 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. This individual 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, 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, this individual has responsibility for developing and executing signature fundraising events such as dinners, receptions, and other related programs for the capital campaign.
The Associate Director will provide a high level of customer service to establish effective communication channels, and act as a liaison with internal and external constituents. This individual must have strong interpersonal and communications skills and the ability to work effectively with a wide range of constituencies in a diverse campus community while navigating a large, complex organizational structure.
The Associate Director 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, he/she/they must possess the ability to make procedural decisions and judgments, perform complex tasks, and prioritize multiple projects. A successful candidate will thrive in a fast-paced and dynamic work environment.
This individual is required to work evenings and weekends as needed to manage events. Some local and national travel is required 10% of the time.
Education (include licenses, certifications, etc.):
Bachelor’s degree required, preferably in communications, hospitality, public relations, or marketing.
A minimum of 7 years of progressively responsible event planning experience including the ability to independently develop, conceptualize, execute and evaluate events. Must have a demonstrated history of accomplishment in planning, managing and administering the strategic, thematic and logistical details of a wide array of high-level and complex special events.
Experience working with high-level individuals such as boards, donors, leadership or C-Suite individuals is essential.
Experience with creating, tracking and reconciling budgets and negotiating contracts.
Experience supervising staff members and/or volunteers.
Experience leading large groups of individuals and making presentations to leadership.
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.
• Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources are required.
• 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.
Must have the availability to work weekends and/or after regular business hours and travel approximately 10% locally/regionally.
Must have access to a personal vehicle on a regular basis for event-related travel and tasks.
Experience in nonprofit or higher education environment.
Familiarity with Ellucian Advance or similar database skills preferred
Familiarity with event management software/technology preferred.