The Assistant Director supports the Campus & Community Events Team in the strategic and creative planning, development, and execution of all campus and community events which promote and present the College, the event sponsors, and participants in the best possible light. Specifically responsible for working closely with campus partners on logistics and supporting the operations of the Campus and Community Events office. Collaborates on joint event initiatives with members of the Advancement Events and Engagement team to deliver on shared goals and objectives
WHAT YOU WILL DO
Independently manages logistics and execution of events to support the goals and objectives of campus partners which includes managing program logistics such as: tracking speaker invitations and other correspondence, invitations, program attendance, catering, and assessing on-site needs.
Develops strategic ideas and creative elements to enhance the event experience.
Organizes, manages, and coordinates the production and execution of campus and community events both on and off campus.
Supports the event department's technology including: responsibility for training and campus wide roll outs; serving as the liaison with Constant Contact and JIRA project management system within the department; as well as providing support in the use of Active Data, Cvent, Millennium, EMS, and other events software.
Interacts with high-profile alumni and prospects on alumni receptions or campus dedications, as a result of fundraising naming opportunities, to execute their vision of the dedication event, including catering, florals, linens, guest lists, etc. Serves as key partner and owner of approximately 5 naming/dedication events per year.
Manages event logistics for alumni receptions and events, partnering with the Alumni Relations team, creating floor plans, incorporating event strategy in support of fundraising efforts, owning the logistics of catering, A/V, staging, run of show, etc.
Creates online registration for campus events as needed. Maintains accurate databases and records; completes all post-event reporting in a timely and accurate manner. Develops and drafts briefings for campus partners. Coordinates post events debriefs, to include final event reporting, and opportunities for continuous improvement.
Provides event support for Alumni, Annual Fund, Development, and major college events including on-site and remote as needed.
Develops and maintains the events calendar and determines, with colleagues, the event type and communications.
Collaborates with campus partners to direct and manage all vendors, and service providers, as assigned, to define scope and requirements for programs and events (whether on campus or off).
Manages budget, assesses financial implications, and effectively negotiates event costs/contracts; produces reports as appropriate for trend analysis; and manages the vendor contract process, reviewing and submitting contracts through the college-approved process.
Attends programs and events conducted by others in the office to ensure that program needs and objectives are met; act as a college representative at all times.
Travels to events as necessary, perform site visits, and provide event support day of.
Oversees and mentors Student Assistants on event administrative tasks, including vendor contracts, building CVent pages, creating nametags, ensuring accuracy of information, and other duties.
Assumes additional responsibilities and special projects as required
WHAT EDUCATION AND SKILLS YOU WILL NEED
Bachelor's Degree or equivalent of experience
A minimum of 4-6 years of increasingly responsible experience in events management.
Ability to establish credibility and confidence with stakeholders. Demonstrated experience with Cvent, Webex Meetings, EMS (Accruent scheduling software), Constant Contact as well as knowledge of other event technology tools and platforms.
Must have demonstrated effectiveness in working with a diverse student body, faculty, staff, and other constituents
Must have excellent leadership, motivational, and supervisory skills Must have a high attention to detail
Must have experience in project planning - meeting deadlines, adherence to schedules
Ability to work independently, with an ability to analyze and respond to problems
Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
Must have strong computer skills including proficiency in Microsoft Office (Word, Excel, Access, PowerPoint)
HOW AND WHERE YOU WILL WORK
Must have had a valid unrestricted U.S. Driver's License for one year, and maintain throughout employment an insurable (as determined by the College's insurer's criteria) or a satisfactory driving record; must successfully complete and pass the College's vehicle training program within the first 60 days of employment; annual or more frequent review of employee's driving record based on the College insurer's criteria; and safety training as required by management.
Ability to travel domestically and internationally. Evening and weekend work required
