Job Details

Description

SUMMARY : Responsible for supporting University events by managing timelines, vendor relationships, stakeholder communications and logistics.

Events include annual relationship-building and fundraising events on campus and at local venues, alumni and parent gatherings on the University campus, donor relations lunches and dinners, groundbreakings and building dedications, special guest speakers, and other events.

RESPONSIBILITIES :

University Advancement Events

• Create event plans and organize details including but not limited to : event goals, invitee lists, venue, catering, decor and entertainment details, printed materials, personnel assignments, timeline for deadlines on all event needs, on-site management, general operations and event follow-up.
• Coordinate event setups, catering, parking and other key details with appropriate staff for event setups both on and off campus.
• Coordinate with marketing team for design and execution of creative elements.
• Manage RSVP lists and ensure smooth communications with attendees as well as organization of all attendee details.
• Collaborate closely with marketing and development teams to ensure communication timelines are met and key information on donors or prospective donors is catalogued in the appropriate database.
• Maintain a high standard of excellence for event execution and outstanding service to event guests, as well as ensuring a collaborative atmosphere amongst vendors and support staff.
• Ensure excellent communication amongst internal teams so that all aspects of the event are well understood and operate efficiently.

Department-specific Events

on specific elements of their events : venue management, catering, décor, parking and creative elements management, coordination of live production needs, and volunteer or staff assignments as needed.

• Provides logistical support to other departments for their major events such as employee gatherings, conferences, board meetings and special guest speakers.
• Provide training on event software management so department point-of-contacts can manage RSVP lists and guest information.
• Other duties as assigned.

Qualifications

EDUCATION REQUIRED : Bachelor’s degree required

EXPERIENCE REQUIRED : 3 years of events coordination or related experience

KNOWLEDGE, SKILLS, AND ABILITIES :

• Exceptional interpersonal skills with the ability to interface effectively with a wide spectrum of people. Interpersonal skills must allow this individual to function professionally and wisely while under stress and managing challenging situations.
• Must have excellent integrity, verbal and written communication skills.
• Must be detail-oriented.
• Must be able to handle multiple tasks and work well in pressure situations.
• Proficient in MS Office.
• Must be able to maintain the necessary confidentiality and discretion required.

Last updated : 2024-04-28