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Assistant Director, Special Events

Employer
Flagler College
Location
Florida, United States
Salary
Salary Not Specified
Date posted
Jan 21, 2022


SUMMARY/OBJECTIVE

The Assistant Director of Special Events works with and under the direction of the Director of Special Events to schedule, promote, plan, and execute internal and external events and activities. The Office of Special Events plans and implements cultural programs, institutional celebrations and special events.

ESSENTIAL FUNCTIONS:
  • Design, develop and implement on-campus events. Oversee all event operations, including but not limited to: securing space and other necessary equipment; independently negotiating terms and contracts with vendors; managing event budgets; directing and coordinating technical and production aspects; and make final decisions regarding event set-up, design, décor and the overall guest experience.
  • Administer all activities and events related to Forum on Government & Public Policy, USDIN, Kenan Distinguished Professor Speakers and any additional speakers solicited by the Presidents Office and Office of Academic Affairs. This requires communication with nationally-recognized speakers to discuss topics, arrange event schedules, travel and accommodations. Work with marketing office to create digital and print ads and PSAs to share with the general public, Flagler College donors, professors and students.
  • Oversee and implement reoccurring annual events including, but not limited to, Honors Day, Presidents List Reception, faculty and staff appreciation and holiday events. This requires collaboration with various offices on campus.
  • Assist in planning and implementation of special events, e.g., Board of Trustees functions, major institution fundraisers, events at the Presidents home and various events hosted by Institutional Advancement.
  • Manage rentals and contracts between florists, photographers, event rental companies, etc.
  • Coordinate all catering, maintenance, security and housekeeping needs related to the office.
  • Assist in budgeting and assessment for all events relating to the Special Events unit.
  • Interact regularly with students, faculty, staff, donors, alumni and College leaders.
  • Manage individual projects assigned by the Director of Special Events and Senior Director of Alumni and Special Events.
  • Perform other job-related duties as assigned.
MINIMUM QUALIFICATIONS
  • Bachelor degree required
  • Two years related field experience
  • Proficiency with computers, including Microsoft Office Suite
CHARACTERISTICS PREFERRED
  • Courteous manner in dealing with the public
  • Ability to work without close supervision and to make proper independent decisions
  • Detail oriented with the ability to manage ongoing and competing projects
  • Ability to maintain confidentiality and to exhibit good judgment in making decisions concurrent with College policy.
  • Exceptional organizational skills
PREFERRED QUALIFICATIONS
  • Three years related field experience
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
  • Light work: exerting up to 35 pounds of force occasionally, and/or a negligible mount of force constantly to move objects.
  • Climbing, balancing, reaching, standing, walking, lifting, repetitive motions, and ability to communicate appropriately with students/colleagues; ability to access multi-storied buildings and multiple-level staircases
  • Must qualify for a Florida drivers license and the ability to drive a car
EXPECTATIONS OF ALL EMPLOYEES

Flagler College pursues its institutional goals based upon a Service Philosophy and Service Standards. An employees job performance must support and exhibit the Colleges Service Standards by being:

Courteous Treat everyone with dignity and respect. Act in a friendly manner Greet with a smile. Make eye contact during conversations. Be helpful when help is called for. Present your best and professional self. Give individual attention/Focus your attention on the person speaking to you.

Responsive Act in a timely manner. Assure the information you provide is accurate. Acknowledge when action is called for. Determine appropriate follow through. Show empathy towards others. Ensure that a caller is connected with a person who can provide assistance.

Accessible Ensure there is a means by which you can be contacted and respond promptly to messages. Be available make time for others. Be approachable and open-minded. Be reliable always follow through with your commitments. Accommodate those who have special needs.

Collaborative Be knowledgeable about the College and have an understanding of all departments. Work together to accomplish goals. Be efficient in your work performance. Share information between offices and departments. Take the initiative and be proactive. Communicate appropriately and professionally. Have a cooperative attitude. Be student-focused.

Non - Discrimination Statement

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 .

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