Director of Special Events

Summary/Objective:

The Office of Special Events plans and implements cultural programs, institutional celebrations, and special events. The Director of Special Events supervises the Special Events and Scheduling Coordinator and Assistant Director of Special Events to schedule, promote, plan, and execute internal and external events. Oversees the creation and implementation of large-scale events and annual fundraisers, and all details related to event execution and evaluation. Manages non-academic space reservations on campus for maximum efficiency.

Essential Functions:

• Supervise and evaluate the Coordinator, Assistant Director, student work grants and interns in executing a comprehensive Special Events annual plan. This includes creating an inclusive team environment.
• Manage the Special Events expenses and budget; conduct strategic and annual planning; and budgeting and assessment for each of the areas supervised.
• Administer and oversee facility usage by internal and external constituents. Manages Ad Astra, OrgSync and the annual campus calendar. Serves as co-chair of the Calendar Commission.
• Administer the College’s programs for visiting guest presenters and scholars.
• Directs official College special events, e.g., President’s Golf Classic, Crimson & Gold, Board of Trustee functions, Spanish Wine Festival, Cabaret/Grateful, building dedications or groundbreaking ceremonies, college anniversaries, internal conferences, major institutional events and fundraisers, etc.
• Design, develop and implement new and existing events. Oversee all event operations, including but not limited to: securing space and necessary equipment, independently negotiating terms and contracts with vendors, managing the budget, directing and coordinating technical and production aspects, making final decisions regarding event set-up, design, décor, event promotion and registration, and the overall guest experience.
• Perform annual evaluation and offer recommendations for improving programs, events and activities to the Senior Director of Alumni Relations and Special Events, Vice President of Institutional Advancement, and other College leaders.
• Collaborate with Marketing and Communications to advertise public-facing events to internal and external constituents. Work closely on invitation development, and event design as it relates to branding materials.
• Foster collaboration between offices to ensure well organized and executed events that is courteous, responsive, accessible, and collaborative.
• Negotiate the needs and competing priorities of campus stakeholders, and create alignment between expectations and available resources to achieve desired results.
• Communicate professionally with community members, President’s Cabinet members, donors and Trustees.
• Handle all duties with discretion, confidentiality, and tact. A calm and collaborative approach to all work duties is essential.
• Perform other College-related duties as may be required by the Senior Director of Alumni Relations and Special Events.

MINIMUM QUALIFICATIONS

• Bachelor degree required
• Three years related field experience
• Experience in implementing special events
• Proficiency with computers, including Microsoft Office Suite
• Ability to maintain confidentiality and to exhibit good judgment in making decisions concurrent with College policy.

PREFERRED QUALIFICATIONS

• Five years related field experience
• Ability to work without close supervision and make independent decisions
• Detail oriented with the ability to manage ongoing and competing projects
• Exceptional organizational skills.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

• Ability to access multi-storied buildings and multiple-level staircases
• Ability to move 35lbs often (up and down stairs)
• Must qualify for a Florida driver’s license and the ability to drive a car
• Must be able to speak over the phone as well as communicate via email

Flagler College provides equal employment opportunities to all employees and applicants for employment without regard to race, color, gender, religion, national origin, age, disability, marital status, familial status, sexual orientation, gender identity or expression, or any other protected characteristic. In addition to federal law requirements, Flagler College complies with applicable state and local laws governing nondiscrimination in employment in every location in which the College has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Inquiries regarding discrimination on the basis of sex and gender may be referred to the Title IX Coordinator, to the Assistant Secretary for Civil Rights at the United States Department of Education Office for Civil Rights (OCR), or both. Contact information for the above referenced Title IX Coordinator and OCR, as well as the Colleges Sexual Harassment Policy can be found here: www.flagler.edu/title-ix .