Position Classification Title: Special Events Officer 

FLSA Status: Exempt

Salary: $55,000-$75,000 annually

Job Summary:

New Mexico State University Foundation is seeking a Special Events Officer to join our team. As a Special Events Officer, you will oversee the planning, implementation and evaluation of special events and related programming designed to increase engagement among key stakeholders to include donors, alumni, students, administrators, guests, faculty, and staff. You will plan and execute educational events, conferences, workshops, banquets, receptions and other events.

We offer a highly competitive salary including incentive compensation, an industry-leading benefits package, and a fun and fulfilling work environment. Qualified individuals with a high level of energy who are looking for a work environment that nurtures vision, performance, productivity, superior quality, and unsurpassed integrity are encouraged to apply for this career opportunity.

Essential Functions:

• Develops and oversees a balanced program of events for the NMSU Foundation & Alumni Association designed to enhance the relationships and reputation with internal and external stakeholders. 

• Represents the Foundation in meetings and events on or off campus and manages and coordinates logistics of meetings and events. 

• Oversees programming for events that define, promote, and enhance event messaging content in a positive and uplifting tone. 

• Promotes donor, alumni, student, faculty, and staff engagement, involvement, contributions, and achievements through programming. 

• Evaluates post event metrics to include user/guest feedback to continually improve programming and outcomes. 

• Designs, organizes, and manages logistics of events, including securing creation of invitations and programs, run of show, scripts/talking points and other materials related to event messaging; developing and managing guest lists, responses and special needs; securing vendors (entertainment, tenting, rentals, catering, security, parking, etc.); coordinating/arranging committees and volunteer support services. 

• Works closely with colleagues to develop and monitor event budgets and quality control processes ensuring events and associated programming are operating efficiently and within specifications. 

• Provides guidance for special events staff to include full-time, part-time, students, and volunteers. Supervises employees and volunteers, ensures timely implementation of tactics, and oversees coordination of prompt reporting of post-event recaps and metrics. 

• Responsible for developing and implementing special event marketing plans, which include creating all marketing aspects for special events such as brochures, cards, social media, and websites. 

• Participates and/or plans and establishes goals and objectives for events with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues. 

• Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, event staffing and on-site management. 

• Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to logistical operations support of multiple programs and events. 

• Monitors event activities to ensure participant satisfaction and resolves any problems that may arise.

• Negotiates terms, executes, and administers multiple contracts with vendors for services, in accordance with budget constraints and Foundation policies and procedures. 

• Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations. 

• May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives. 

• May supervise staff and/or student employees; may participate in training and evaluation reviews. 

• Performs other related duties as assigned.

Minimum Required Education, Knowledge, Experience & Certification/License:

• Bachelor's degree in Event Planning, Hospitality Management, Public Relations, Public Administration, Business, Communication, or a related field.

• 1 to 2 years of experience preferred.

• An energetic, well-grounded, innovative, service-oriented personality and calculated risk taker with a bias for action, a record of setting and surpassing objectives, and the proven “can do” attitude and drive to execute strategies and produce results beyond expectations. 

• Knowledge of event and hospitality management.

• Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. 

• Knowledge of conference facilities, technology, and equipment. 

• Knowledge of finance, accounting, budgeting, and cost control procedures. 

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. 

• Skill in organizing resources and establishing priorities.

• Ability to gather and analyze statistical data and generate reports. 

• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. 

• Ability to develop, plan, and implement short- and long-range goals. 

• Ability to make administrative/procedural decisions and judgments. 

• Ability to create, compose, and edit written materials. 

• Ability to investigate and analyze information and draw conclusions. 

• Ability to perform complex tasks and to prioritize multiple projects. 

• Ability to negotiate and manage contractual arrangements.