Associate Director, Office of Special Events

The Office of Special Events is the university’s central events office which plans and executes University-wide high-level events for the President’s Office and the Division of University Relations. The Associate Director for the Office of Special Events reports to the Senior Director of Special Events and plays a pivotal role in conceptualizing and planning events for the office.   The Associate Director will independently conceptualize and execute events including determining event objectives and strategy, managing event budgets, vendor selection (venue, catering, AV, production, scenic, entertainment, transportation, security, floral, etc.), marketing collateral, programming, on-site management, event follow up, and evaluation. This individual will be adept at producing multiple events simultaneously utilizing project management skills. Robust knowledge of event planning principles, requirements, procedures, and available resources is essential. Their portfolio includes events such as building dedications, groundbreaking ceremonies, commencements, visiting dignitaries/ lectures, athletic hospitality suites, board meetings, academic ceremonies, and other presidential events. Additionally, this individual will develop and execute 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. They will work with a vast array of constituents including, donors, trustees, leadership volunteers, senior leadership, the president, vice presidents, deans, and development colleagues.   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, they must possess the ability to make procedural decisions and judgments, perform complex tasks, maintain confidentiality, and to prioritize multiple projects. The successful candidate will thrive in a fast-paced and dynamic work environment.   The Associate Director will have direct reports, and oversee several planning teams.     Successful candidates must have the availability to work weekends and/or after regular business hours and travel approximately 10% of the time (locally and regionally). They must also have access to a personal vehicle on a regular basis for event-related tasks.   Education (include licenses, certifications, etc.):
Bachelor’s degree required, preferably in communications, hospitality, public relations, or marketing.  
Experience:
A minimum of 8 years of full-time event planning experience including 4 years of experience in a lead planner role. Candidates must also have at least 2 years of supervisory experience.   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 required. As is, experience working with high-level individuals such as boards, donors, leadership or C-Suite individuals. Successful candidates should also have experience creating, tracking and reconciling budgets, as well as negotiating contracts. Additionally, they must have 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.