Assistant Director - Executive Events

Location
Utah, United States
Salary
Salary Not specified
Posted
Jul 07, 2021
Employment Level
Administrative
Employment Type
Full Time


Assistant Director - Executive Events

Position Category: Staff - Full-Time

Summary:
Part of the Institutional Advancement Strategic Engagement Team and reporting to the Senior Director of Executive Events, the primary role of the Assistant Director of Executive Events is to plan, coordinate, manage, and produce events of excellence held on behalf of the University with a consistent presidential standard and a commitment to collaboration and coordination. The Assistant Director of Executive Events is primarily responsible for collaborating with the Senior Director, Director and Assistant Director of Executive Events in the management of signature executive events affiliated with Institutional Advancement, the Office of the President, Community partnered events, as well as other events as deemed appropriate based on the university's tier system. Responsibilities include programming, coordination with marketing, guest/sponsor list management, record keeping, managing budgets, vendor communications, and other event duties. With the guidance of the Director of Executive Events, this position has oversight over the Event Communication Committee and/or Executive Event Ambassadors.

Essential Functions, Major Duties, and/or Accountabilities:
  • Work closely with Senior Director, Director, and Assistant Director of Executive Events to plan, implement, support, and/or manage key donor stewardship, cultivation, engagement, recognition events, Presidential, and Community related events to engage current and prospective donors and key stakeholders to the University. Key signature events include President's Scholarship Ball, President's Emerald Society, VIP Commencement experience, Alumni Awards, Athletic Donor events, as well as groundbreakings and ribbon-cuttings for major donor-funded initiatives.
    • 50% of time


  • Administer, develop, and implement annual event budgets, make contact with vendors, and oversee major purchasing and contracts for events.
    • 10% of time
  • Manage event reports, donor records, and materials in support of events and fundraising campaigns.
    • 10% of time
  • Manage invitation lists, oversee Executive Events Specialist with RSVPs, guest communications, and sponsorship reports for events.
    • 10% of time
  • Direct or assist on-site at events with set-up, event management duties, and tear-down. (May include out-of-state travel to regional events)
    • 10% of the time
  • Supervise part-time Student Event Assistant and Event Communications Committee group. Provide leadership to events related staff on campus on the UVU standard of excellence.
    • 10% of time
Supervisory Responsibilities:
  • Event Assistant (student employee)
  • Assist in oversight of the UVU Executive Events Ambassador Group (approx. 14 students)
  • Manage, direct, and communicate with large staff and committees of university employees, volunteers, and vendors in the execution of events.
UVU offers an excellent benefits package which includes a generous leave policy, 12 paid holidays, affordable medical and dental insurance options, life and AD&D insurance, tuition waiver (undergraduate resident) for employee and dependents and substantial employer contribution to a retirement plan.


Required Qualifications:
Graduation from an accredited college or university with a bachelor’s degree in a directly related field and two years’ experience related to the Summary of Duties or a combination of education and/or experience totaling five to six years.

Knowledge, Skills and Abilities:
Knowledge:
  • Knowledge of event features, including planning, marketing, and production from inception to post-event assessment.
  • Knowledge of event physical layout, invitation list development, RSVP tracking, seating management, program development and scheduling, ticketing, catering, audiovisual services, special needs, event or speaker security.
  • Knowledge of fund raising and donor stewardship procedures, techniques, and best practices.
  • Knowledge of marketing, graphic design, and public relations best practices. Knowledge of social networking culture, software, and strategies.
  • Knowledge and experience in volunteer management.
  • Knowledge and experience managing budgets and vendor contracts. Knowledge in office productivity software, including Microsoft Office.
  • Knowledge and experience in event software such as Social Tables, MailerLite, and Blackbaud.


Skills:
  • Exceptional verbal and interpersonal communication skills.
  • Strong writing and editorial skills.
  • Excellent organizational skills and the ability to pay attention to details.
  • Experience managing budgets and vendor contracts.
  • Experience working with high level donors, key stakeholders, and institution leadership.
  • Proficiency in office productivity software, including Microsoft Excel.
  • Familiarity with social networking culture, software, and strategies.
  • Basic skills in graphic design software including Adobe PhotoShop, Illustrator, and Indesign.
  • Experience in volunteer management.
  • Strong proficiency with all features of event planning, marketing, and production from inception to post-event assessment (including but not restricted to, budgeting, physical layout, invitation list development, RSVP tracking, seating management, program development and scheduling, ticketing, marketing, promotion, catering, audiovisual services, special needs, event or speaker security).
Abilities:
  • Ability to be self-directed and proactive when accomplishing assignments with minimal supervision.
  • Ability to manage sensitive information in a discrete and confidential manner. Ability with project management, budgeting, and program evaluation.
  • Ability to excel in a fast-paced and diverse workplace environment with rapidly shifting priorities and deadlines.
  • Ability to lift and carry event materials to and from event sites (min. of 25 lbs).
  • Ability to drive (with a valid driver’s license).
  • Ability to travel out of state occasionally when required.
  • Strong ability to multi-task despite multiple overlapping projects and deadlines.
  • Ability to converse with high profile donors and VIPs.
  • Ability to meet and work with people of diverse backgrounds and personalities.


Preferred Qualifications:
Graduation from an accredited institution with a bachelor’s degree in event planning, communications, public relations, or other related field, and 3 years of relevant event planning experience.

Physical Requirements:
This position performs work in a standard office setting.

Benefits Summary:
UVU offers an excellent benefits package which includes a generous leave policy, 12 paid holidays, affordable medical and dental insurance options, life and AD&D insurance, tuition waiver (undergraduate resident) for employee and dependents and substantial employer contribution to a retirement plan.


FLSA: Exempt

Pay Range: $43,400 - $54,250

Advertisement Number: STA41621
Open Date: 07/01/2021
Review Start Date: 07/16/2021
Close Date: 7/30/2021
Open Until Filled: Yes

Special Instructions to Applicant:

To apply, visit: https://www.uvu.jobs/postings/23251

Employment decisions are made on the basis of an applicant’s qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

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