Director, Advancement Events

Director, Advancement Events

About the Opportunity

The Director of Advancement Events reports to the Executive Director of Creative Experiences and Digital Engagement and is part of the Advancement Events and Academic Ceremonies team. The Director is responsible for the strategic, creative, and logistical production of in-person, digital, and hybrid experiences that support of the goals and objectives of the Offices of University Advancement, the President, the Board of Trustees and other departments and divisions throughout the University.

The Director provides leadership, professional expertise, and direction in the planning and execution of high-quality events and programs to advance the visibility and influence of Northeastern University. Working closely with Advancement, Development, President's Office, Board of Trustees and other high-visibility offices, the Associate Director is a key partner across the university, and interacts with attendees including alumni, donors, senior leadership, governance members, and other distinguished guests. He/she identifies and facilitates discussions and decisions about issues affecting events and ensures that key priorities are reflected in the planning and presentation of events.

The Director is highly skilled in the multifaceted nature of events and takes a holistic approach to the planning, production, execution, and evaluation of the team's assigned portfolio of events and creative experiences. He/She will provide strong vision and oversight to the team on overall creativity and innovation, event marketing & communications, budgets, contracts, guest management, vendor relationships, use of event technologies and platforms, logistics (incl. food & beverage, space planning and room design, A/V & lighting, etc.), program and content, staffing assignments, on-site execution, and post-event evaluation and follow-up.

The Director is responsible for the supervision of four to five full-time staff members.

The Director of Advancement Events must demonstrate the ability to work in a fast-paced environment and possess high levels of customer service and professionalism, particularly in stressful situations. He or she must be available for evening/weekend hours and able to travel as needed.

This position requires strong time management and multi-tasking skills by completing various overlapping tasks to meet critical deadlines for multiple complex events. Diplomacy is critical to this position, as it requires communication and interfacing with constituents at every professional level from students to members of the university's senior leadership team, to high-level donors, corporate executives, and government officials.

In addition, the Director serves as part of a team that provides general support as needed for other university events and academic ceremonies and may be called upon to serve on university-wide committees and working groups.

QUALIFICATIONS

Bachelor's degree required, master's degree preferred, and a seven + years of event management experience required. Project management experience, preferably from an educational institution. Excellent communication, time management, and computer skills. Proficiency in Microsoft Excel, Word, Powerpoint and the internet. Experience working with clients, vendors, and internal departments. Excellent writing and editing skills. Three - five years of experience managing staff required.

The Director must be a self-starter, work well independently, set priorities, demonstrate follow-through, anticipate and resolve problems, juggle diversified tasks simultaneously, instill confidence and trust with the various clients, and present a professional demeanor and appearance. Must have confidence dealing with all levels of constituents from students, to senior-level executives and the University president, to corporate executives and government officials.

The proper and timely execution of assisting and independently planning events requires the skills to multi-task, set priorities, anticipate problems, communicate clearly, be a team player, and adapt to change. Creative and innovative approach that results in unique special events. Attention to detail, ability to work independently and problem solving skills are essential attributes for this position. Strong project management and budget management skills are preferred. Flexibility with working hours is required to accommodate early morning and evening events.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

Conceptualize and create innovative and exciting in-person, digital, and hybrid experiences and events

• Collaborate with internal clients to produce strategic and creative events that: support the goals of the Advancement division and the wider university; engage constituents in high-impact experiences; and bring the Northeastern brand to life.
• Determine objectives, format, and specifications of each event. Advise and recommend specific courses of action to achieve event goals.
• Design dynamic attendee experiences and multimedia programming in consultation and collaboration with the Executive Director, senior leadership and key colleagues and partners.

• Manage event details and logistics including but not limited to guest management, vendor relationships, use of event technologies and platforms, logistics (incl. food & beverage, space planning and room design, A/V & lighting, etc.), staffing assignments, and on-site execution.
• Create detailed planning timelines, production schedules, briefings, staffing plans, and communicate structure throughout the process. Lead and supervise the work of the event project team.
• Research, negotiate with, contract, and supervise the work of multiple vendors including caterers, venues, audio/visual, printers, decor and rentals, hotels, etc.
• Provide budget estimates, and accurately/thoroughly track all event costs year over year, for both individual events and annual overall budgets.
• Ensure proper procurement processes are followed pertaining to competitive bids, insurance, contracts, and payments. Comply with university policies and procedures around events.
• Perform post-event follow up items and lead debrief to seek out evaluation and feedback to continually improve and innovate.

Oversight of Event Marketing & Communications
and Guest Management

• Create compelling content, design, and marketing collateral (both digital and print) and to effectively brand and market events and experiences.
• Collaborate with Advancement Communications colleagues, graphic designers, and related vendors/suppliers to produce print and digital communications and marketing pieces for events including save the dates, invitations, large-scale visuals and graphics, presentations, printed programs, place cards, nametags, gifts, promotional items, and directional signage.
• Determine deliverables and deadlines and create schedules to deliver to the appropriate audiences in the optimal timeframe to ensure successful attendance and event outcomes.
• Provide oversight of guest management and communications process to ensure a high-touch, professional attendee experience for our constituents.
• Utilize platforms and tools including Saleforce CRM, Salesforce Marketing Cloud, Cvent, and Social Tables to communicate with, track, and enhance the attendee experience throughout the event lifecycle.
• Build and maintain strong working knowledge of Northeastern branding and style guidelines for use throughout marketing, communications and guest management platforms.

Team / Staff Management

• Establish and communicate performance expectations. Clarify duties and assist with prioritization and decision-making as appropriate. Offer support and guidance on new tasks and responsibilities.
• Project assignments are completed on time, on budget, and are of the highest quality.
• Assess resource needs, implement systems and processes, and identify tools and platforms needed to streamline, innovate, and deliver team growth and success.
• Determine staffing structure to meet individual event needs.

• Hire, manage and evaluate staff.
• Motivate and support events staff. Encourage and provide professional development opportunities.

Other duties as assigned

The Director serves as part of a team that provides general support as needed for other university events and academic ceremonies, as well as additional initiatives by the Advancement division.

Position Type

Marketing and Communications

Additional Information

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.


To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Boston-MA-Main-Campus/Director--Advancement-Events_R105059 jeid-ae736a82c55fdb488695246c2ebcfbaa