Assistant Director, Conferences and Events

Location: Hickory, North Carolina

The Assistant Director of Event Management in Conferences and Events will play a pivotal role in planning, organizing, coordinating and executing a diverse range of delightfully detailed events at Lenoir-Rhyne. We’re searching for an experienced event planner to manage production from concept through completion. The ideal candidate is customer-focused, creative, organized, energetic, detail-oriented and dedicated to providing superb client service at every turn. This role demands an expert in all aspects of event, meeting and conference planning and execution, including cost containment, venue scouting, equipment logistics, room setup and production. This person must also have excellent leadership skills as an assistant director and an ability to delegate responsibilities to meet expectations for quality. The best candidate for Lenoir-Rhyne is an event planner who can manage the daily details and use big-picture thinking to ensure excellent events for internal and external partners.

This role involves working collaboratively with various campus departments, external partners and vendors and stakeholders to ensure the successful implementation of events that align with the university’s mission and objectives, meet deadlines and stay within budget. The ideal candidate should have familiarity with a wide range of events, excellent customer service and event planning and consulting skills, experience with resource management and a positive and engaging professional attitude.

Responsibilities

• Event Planning and Execution
  • Acts as the principal liaison between the campus community, clients, contractors and patrons in the logistical operations of events.
  • Coordinate logistics, including venue selection, budgeting, catering and event staffing.
  • Collaborate with student organizations, university departments and offices, campus organizations and external partners to ensure their event needs are met and supported effectively.
  • Oversee event setup, execution and breakdown to ensure smooth operations and adherence to college policies.
  • On-Site Event Coordination: Be present during events to oversee and manage all operational aspects, troubleshoot issues as they arise and provide support to staff, vendors and clients. Manage front-of-house operations and the production team.
• Budget Management:
  • Develop and manage event budgets, ensuring cost-effective planning and spending and meeting budget limits.
  • Assists in contracting and invoicing clients and communicating with all interested parties.
• Event Evaluation and Feedback:
  • Conduct post-event evaluations to assess the success of each event and identify areas for improvement.
  • Gather feedback from attendees and stakeholders to gauge satisfaction and incorporate suggestions into future event planning.
• Compliance and Risk Management:
  • Ensure all events comply with campus policies, regulations and safety standards.
  • Identify potential risks and develop contingency plans to mitigate any issues arising during events.
• Assist in maintaining event calendars, scheduling and management of the EMS scheduling system and act as a backup to the director.

Expectations

• Proven experience in event planning, coordination and management, preferably in an educational or campus setting.
• Strong management track record in an environment that can sometimes be high-stress and demanding.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong interpersonal and communication skills to liaise with diverse stakeholders and promote collaboration.
• Experience in a diverse working environment and proven ability to work effectively with individuals from diverse backgrounds and varying degrees of experience.
• Proficient in budget management, contract negotiation and vendor relations.
• Creative problem-solving skills and ability to adapt to changing circumstances.
• Ability to work independently and as part of a team, maintaining a positive and professional attitude.

Qualifications

• Associate’s degree in event planning, hospitality or related field or commensurate years of experience required; bachelor’s degree preferred.
• At least three years of progressively responsible work experience in event planning or hospitality is required.
• Must have comprehensive knowledge and experience in theatrical facilities or production management.
• Experience managing student workers in a university setting is a plus.
• Must possess good customer service and time and budget management skills.
• Must have a positive attitude and work in a professional and courteous manner.
• Bilingual in Spanish is a plus.
• Must have a demonstrated commitment to diversity, equity and inclusion in the workplace.
• Must possess a valid driver’s license. Must be in good physical condition with the ability to lift 60 lbs.
• Familiarity with Excel, EMS scheduling software, digital and online ticketing systems preferred.

Position Benefits: Benefits are described in the LR Non-academic Employee Handbook for a ‘Regular Full-Time Employee’.
Department: Mission Engagement and Innovation / Conferences & Events
Wage Class: Salaried, Exempt
Reports to: Director, Conferences & Events

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